Administration Assistant

Job DescriptionJob Title: Administrative AssistantReports to: Project ManagerLocation: Reigate, SurreyHours: Monday to Friday, 37.5 hrs a week, 9am >17.30pm.The CompanyEstablished in 1975 Rand Associates provides surveying services, consultancy, and software products to the social housing sector. Our clients include housing associations, local authorities, building contractors and consultants. We have offices in Reigate, Surrey and Birkenhead, Wirral but work across the whole of the UK and Ireland.We are part of the M3 Housing group of companies. M3 publish the M3NHF Schedule of Rates and a range of associated products used for property maintenance, including M3Central, M3Vision and M3Pamwin. See for more details.The RoleRand Associates is seeking an Administrative Assistant to join our growing team on a permanent basis. This is an office-based role. The role would be expected to facilitate the day-to-day booking of a surveyors diary, and would be the first point of contact between residents and surveyors. The Administrative Assistant would be required to handle inbound calls and make outbound calls to ensure surveyors diaries are effectively managed, and should convey important information over the phone, in person or via email to residents, surveyors, clients and managers. Other duties that will be required over time include arranging and producing notification letters, emails and text messages, and undertaking various ad-hoc tasks on Word, Excel or similar. The Administrative Assistant would be expected to work closely with the project team to ensure the smooth operation of scheduling.Main Duties and Responsibilities· Duties and responsibilities to include:o Take inbound calls from Residents that require an appointment with a surveyor and dealing with these calls in a prompt and professional manner.o Proactively contact Residents via outbound calls to schedule appointments with surveyors.o Ensure Resident understanding of the survey requirements.o Consider geographic location when making a bookings allowing sufficient time for journeys.o Reschedule appointments when necessary.o Arranging and producing notification letters, emails, and text messages as PM requestso Deal with email requests from both from residents, surveyors and clients related to bookings.o Plan ahead for surveyors to ensure diaries are always full.o Identify issues and gaps within surveyor diaries and act accordingly.o Liaise directly with surveyors to ensure maximum productivity and support where required.o Attend meetings with the project team and provide updates on progress.o Manage your own workload whilst working collaboratively with the wider team.o Use computer systems to make bookings, manage diaries and databases.o Undertake ad-hoc general admin tasks as required by the management team.The CandidateThe ideal candidate will have/be:· Customer focused; is able to identify and respond to customer's needs· Able to communicate in a polite and professional manner.· Excellent administrative and organisational skills.· Able to communicate accurately and in a timely manner.· Able to quickly resolve scheduling and logistics conflicts.· Able to work in an environment with multiple projects and at speed.· Flexible, willing, and able to cope with change with the ability to work under pressure.· Positive and enthusiastic with a can-do attitude.· Maintain positive working relationships with all members of the team.· Willing to help people.· Confident to articulate issues and proposed solutions to line managers.Essential Requirements· A minimum of GCSE Grade C or above for English and Maths, or equivalent.· The ability to work as part of a team.· Able to handle both inbound and outbound calls.· Good level of written and spoken English.· Experience of Microsoft office packages (Outlook, Excel and Word).· Able to Adapt to other software packages where required.Desirable Skills· May have previous Planning / Scheduling experience.· A good geographic knowledge would be advantageous.· A desire for continuous learning and improvement.· Trained in Excel to intermediate level.SUMMARY OF TERMSSalary £25,000 – 27,000 for 37.5 hrs per week (dependent on experience)Hours 37.5 hrs per week, office-based role (Reigate Office)Holidays 26 days annual leave plus bank holidays (Closedown for Christmas)Probationary period 3 monthsNotice period 1 monthOther benefits Company pension schemeCareer progression Chance to learn new skills, take on further responsibilities, driven by you.Learning Training courses available to all, led by employee aspirations.Job Type: Full-timePay: £25,000.00-£27,000.00 per yearBenefits:Company pensionOn-site parkingEducation:GCSE or equivalent (preferred)Experience:Customer service: 1 year (required)Administrative experience: 1 year (required)Language:English (required)Licence/Certification:Driving Licence (required)Work Location: In person