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Team Administrator
2 weeks ago
**Position**: Team Administrator
**Location**: Croydon
**Reports to**:Management Surveyor
**Purpose**:
To provide an efficient administrative and secretarial support service to the Estate Office at this busy, large apartment building.
Whilst the job holder will primarily report to the Management Surveyor, this is a pivotal role which requires an organised and flexible approach as daily support must also be provided to the Letting Officer and House Manager.
**Duties and Responsibilities**:
To answer incoming telephone calls from three external lines and resolve queries where possible, recording messages where appropriate. Messages must be passed on correctly without undue delay;
To meet and greet all visitors to the office and handle their requests accordingly.
To open, sort and stamp the post promptly issuing the correspondence to the appropriate member of staff whilst handling relevant matters personally;
To compile and type letters, general correspondence, inspection reports, H&S reports, minutes of meetings, signage, spreadsheets/schedules and similar documents for the Management Surveyor, Letting Officer and House Manager;
To issue work orders on behalf of the Management Surveyor, Letting Officer and House Manager to contractors for work to be undertaken and suppliers for the provision of goods;
To produce Expenditure Authorisation Forms where required;
To assist the Letting Officer in the update of the vacant program (Wow) for units located in London region.
To assist the Letting Officer in arranging access with the appropriate Estate Agent for potential tenants to view properties
To draft and issue tenancy renewal letters/addendums to Tenancy Agreements on behalf of the Letting Officer
Issue requests for Tenancy Variation Forms to be activated on behalf of the Management Surveyor and Letting Officer.
To submit insurance claims on behalf of AST/statutory tenants (in respect of claims relating to damage to communal areas) and to monitor the progress of all cases to a successful resolution;
In an organised way to efficiently deal with periodic mail-shots involving some 500+ letters etc. to both leaseholders and tenants;
To liaise with the House Manager and co-ordinate the ordering of both uniforms/protective clothing for porters and yard porters;
To order and maintain sufficient stocks of stationery, consumables for the printer(s) and photocopiers, coffee & tea and cleaning products for the yard porters keeping the stock room clean and tidy at all times;
To carry out any necessary laminating, photocopying and general administrative tasks as required;
To ensure that all filing in the Estate Office is accurate and kept up-to-date at all times;
To carry out any other duties as may from time to time be directed by the Management Surveyor, Letting Officer or House Manager and are within the capabilities of the job holder.
