Office Manager
2 days ago
About the Role:
This role requires an experienced Personal Assistant to join our Lettings Compliance and Customer Services Team as a PA and Project Coordinator on a Maternity Cover basis.
The successful candidate will have excellent organizational skills, be highly efficient in managing multiple tasks and projects, and possess strong communication and interpersonal skills. They will also have previous experience working in the lettings industry, with knowledge of Microsoft Office and other productivity tools.
We estimate the salary for this position to be around £25,000-£35,000 per annum, depending on experience.
About the Team:
You will work across two teams: the Lettings Customer Service team, consisting of three directors who manage complaints and customer feedback for the Lettings Division, and the Lettings Compliance team, which ensures the Lettings division is compliant with complex legislation, rules, and codes of practice in the private rented sector.
The two teams work very closely together, along with the Lettings Communications Manager, whom you will also be supporting.
Key Responsibilities:
- Inbox management: draft and send emails, organize inbox.
- Diary management: book meetings, events, arrange meeting rooms and catering.
- Regular catch-up calls with directors, plan the week ahead, prioritize workload, ensure preparation is done ahead of meetings.
- Attend all team meetings, provide relevant updates, communicate information back to directors.
- Minute-taking and action-following up for various meetings.
- Create slide content for internal and external presentations.
- Organize and manage The Lettings Industry Council (TLIC), including booking, arranging, and attending large group meetings, organizing smaller working group meetings, and taking minutes.
- Communicate with industry stakeholders, add new members, manage the website, assist with industry projects and reports.
- Arrange meetings for LARG (Large Agents Representative Group).
Team Responsibilities:
- Support the lettings customer service and compliance team where necessary and process invoices.
- Manage and coordinate team annual leave.
- Manage the MS Teams channel for the team.
- Produce the quarterly compliance report.
- Create and review the team business plans.
- Create and send the lettings compliance, customer service, and communications bulletin using the Exact Target system.
- Process invoices using the Savills Financial Tools system.
- Support the Lettings Communications Manager with external newsletters and marketing materials.
- Manage updates to lettings templates and guides and keep the letter templates Smartsheet up-to-date.
- Host online training sessions on Teams or Zoom.
Key Skills and Qualifications:
- A-levels or equivalent qualifications.
- Previous experience as a PA.
- Previous experience working in the lettings industry.
- Good IT skills and knowledge of Word, Excel, PowerPoint, MS Teams, Zoom, Smartsheets.
- Excellent time management and prioritization skills.
- Proactivity, solution-focused, and able to think ahead.
- A positive can-do attitude.
- An excellent team player.
- Clear, concise, and confident communication.
- Excellent writing skills.
- Attention to detail.
Benefits:
- Ongoing professional development opportunities.
- Competitive salary and benefits package.
- Opportunities for career growth and progression.
How to Apply:
Please submit your application via our careers website.
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