Office Support Coordinator

4 weeks ago

Oxford, Oxfordshire, United Kingdom Carter Jonas Full time

Location:
Oxford

Contract Type:
Permanent/ Full time

Salary:

Competitive An exciting opportunity has arisen within our Property & Asset Management team in Oxford, for a motivated individual to join the team as an Office Support Coordinator.

The successful candidate will be responsible for a variety of administrative functions, collaborating closely with the property and asset management team to deliver high-quality support. This includes overseeing health and safety compliance, managing invoicing and client relations, conducting anti-money laundering checks, and performing other essential compliance tasks. Additional responsibilities encompass call handling, document preparation, maintenance of filing systems, diary management, and various administrative duties as needed.

We provide a competitive salary package, along with flexible benefits tailored to meet your personal needs, such as options for additional leave, health cash plans, and a cycle to work scheme. We also encourage applications from individuals seeking flexible or agile working arrangements, which can be discussed during the application process.


Main Responsibilities:

  • Generate precise and well-organized documents, including reports, client communications, presentations, and spreadsheets, adhering to agreed timelines and ensuring accurate data entry into relevant systems.
  • Process invoices and assist in preparing departmental budgets and forecasts.
  • Collaborate with property managers to maintain up-to-date health and safety trackers and ensure necessary works are commissioned.
  • Maintain effective communication with other administrative staff across various divisions to ensure the department operates smoothly.
  • Perform general administrative tasks within the team and office to facilitate the efficient functioning of the business.
  • Develop and sustain a working knowledge of compliance information, including money laundering regulations and client compliance systems for administrative purposes.
  • Support Surveyors in the daily management of a nationwide portfolio of properties.
  • Manage the helpdesk and respond to inquiries or issues logged within agreed timeframes.
  • Assist in preparing annual service charge budgets and reconciliation reports.
  • Update records and optimize the use of databases to ensure client and tenant information is current.
  • Assist Surveyors with occasional site visits.
  • Conduct timely and accurate administration of databases.
  • Address minor property repairs and maintenance concerns. This job description is not exhaustive, and the jobholder may be required to undertake additional duties to ensure the smooth operation of the team and office.

Qualifications:

The ideal candidate will possess experience in managing a diverse workload, excellent team collaboration skills, and a flexible approach to prioritizing tasks to meet deadlines. Strong attention to detail, exceptional communication abilities, and proficiency in MS programs are essential. A professional demeanor and a commitment to contributing to the success of a dynamic team are crucial. Experience in a client-focused environment is preferred, and familiarity with the property industry is advantageous but not mandatory. A genuine interest in the industry, eagerness to learn, and the ability to work efficiently under pressure are highly valued. We offer a supportive team environment and opportunities for professional development within the property sector.

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