Administration Assistant

4 days ago

Falkirk, United Kingdom Creative Management Solutions Full time

**Job Introduction**

CM Solutions is a land management company managing farming, forestry and grazing land and estates as well as providing land use consultancy.

Due to an internal restructuring, an exciting opportunity has arisen for an Administrative Assistant to join our office team on a part-time basis at our Falkirk office. This role is office based and will require you to be in our Falkirk office throughout the week.

The role provides administrative and file management support across the team. Work will come either directly from the Managing Director and other colleagues as appropriate to ensure the smooth running of the office.

**Role Responsibility**

Administrative
- File management - updating and maintaining all files, ensuring documents are filed correctly and named in line with the business wide naming convention and the correct folder structures are adopted (both electronic and paper)
- Printing/copying/scanning of documents flowing to Office Services
- Submitting documents for signature by clients via DocuSign
- Dealing with incoming post-scanning, saving to the file and circulating to the relevant members of staff
- Typing of standard letters i.e. payment of invoices, acceptance of events
- Uploading documents to PDF docs and editing documents.
- Management of office supplies
- Managing telephone calls, including the keeping of log entries where action has been authorised.
- Managing forward diary commitments relating to tenancies, eg rent review dates, lease termination dates etc and working alongside the estate managers to ensures renewal letter / review letters etc are issued and followed up.

Communication
- Liaising with fellow team members on workloads and ensuring deadlines are consistently met.
- Answering calls for other members of the team
- Liaising with contractors

Financial
- Assisting with billing and expenses as required
- Dealing finance administration including SAGE

Processing
- Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with senior management where challenges arise
- Responsible for creating and uploading information to client matters.
- Audio and copy typing of letter and reports.
- Working with Estate management to manage the renewal of annual seasonal lets and licences across all clients.

Customer Service
- Keep customers and other service users informed of progress or other changes affecting service levels.
- Creating and responding to social media posts
- Taking instruction to undertake admin tasks relating to client relationship management.
- Relevant office-based administration experience is highly desirable.
- An aptitude for administration management and processes, with experience of working with SAGE is desirable.
- Intermediate knowledge of Microsoft Office, and ability to learn internal software packages to ensure maintenance of records and spreadsheets.
- An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times is essential.
- Good organisational skills and ability to manage own time effectively.
- Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
- Positive can-do attitude with the ability to adapt to change.
- Excellent attention to detail
- Customer/client service focused.
- Proactive, professional and flexible approach to work
- Keen to develop over a period of time with a willingness and ability to learn is essential.
- Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges is essential.

**Salary and Hours of Work**

**Job Type**: Part-time

Pay: From £15,300.00 per year

Expected hours: 21 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Day shift
- Monday to Friday
- No weekends

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Expected start date: 15/07/2024

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