Head of Administration

5 months ago

Oxford, United Kingdom Parke Lane People Full time

Our client, within the property industry, are seeking an experienced administrator to join their team. Responsible for the administrative support & infrastructure of the company along with fully supporting the Managing Director.

The position is currently based in both the Summertown & Wantage branches, however the role is offered on a hybrid basis but the emphasis is on being in the office the majority of the time due to the nature of the role.

Duties will include:

- Consistently manage & create company systems and procedures.
- Answering the telephone, deal efficiently with enquiries including clear and precise message taking and ensure effective communication of the company culture in all conversations during inbound and outbound telephone calls.
- Registering & up-dating applicant records.
- Reception Service - Greeting and assisting visitors to the office.
- Arranging property viewings, valuations and client review meetings.
- Keeping window displays up to date.
- Updating company website.
- Managing annual leave and office cover calendars.
- Ordering office stationery & replenishing stocks as required.
- Contracts management (telephony, online portals, utilities providers etc.)
- Administer & coordinate the 'Property listing’ procedure - reporting to the Managing Director with details of any non-compliance.
- Coordination of the For Sale/To Let Boards.
- Responsible for updating the window displays with latest instructions/ sales and any corporate art worked window advertisements.
- Responsible for the property completion processes.
- Social Media marketing management / monitoring and creative input.
- Responsible for the property portfolio 'Key System’.
- Responsible for the company 'Direct Mail’ system when a property is instructed or is sold plus bespoke campaigns.
- To book, produce and co-ordinate local and national newspaper/magazine advertising as required and to create the newspaper ads.
- Assist in procedures within the Estate Management department and organise management companies AGM’s, including the required minute taking and distribution.
- Work with company book-keeper in order to manage all required notices and end dates for key contracts e.g. utilities, telephony etc.
- Maintain meetings schedule including staff, company meetings.
- Manage recruitment and interview scheduling as and when required.

**Compliance**
- To follow all company (and create new more efficient) processes referred to herein without exception.
- To take responsibility to keep up to date with current and future property legislation, to include but not limited to The Property Ombudsman Code of Practice for Residential Sales & Lettings, & the HMRC Anti-Money Laundering regulations.
- Adhering to all requirements of The Property Ombudsman and ARLA, to which you are a member as are the firm.
- To report any issues with compliance in the first instance to Operations Director/ Managing Director.
- Ensure company’s compliance with AML regulations.
- Maintain record of staff training and organise training course attendance as instructed by the Managing Director.

This role would suit someone with an interest in the property industry or someone who has prior experience in that sector, however not essential.

Hours are Monday
- Friday 9am-5pm, with one in 4 Saturdays, 9am-12pm.

**Job Types**: Full-time, Permanent

**Salary**: £25,000.00-£30,000.00 per year

**Benefits**:

- Company pension
- Free parking

Schedule:

- Monday to Friday
- Weekend availability

Application question(s):

- Do you have any digital marketing experience?

**Experience**:

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

Ability to Commute:

- Oxford (required)

Work Location: Hybrid remote in Oxford

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