Property & Office Co-ordinator

2 weeks ago

Kirkcaldy, United Kingdom Kingdom Farming LLP Full time

The Property & Office Co-ordinator will provide essential administrative support across multiple areas of the business, including managing tenant queries, grazing agreements, vehicle administration, insurance, and procurement. The role requires ownership of tasks and ensuring they are completed efficiently to support the smooth running of the office.

This position also offers opportunities to get involved in additional office tasks and provides room to develop skills in new areas, including exploring AI technologies and software.

**Main Responsibilities**
- **Property Administration**:

- Manage property-related enquiries and build strong relationships with tenants and suppliers.
- Provide administrative support to the Property Manager, coordinating repairs and maintenance using Teams.
- **Vehicle Administration**:

- Ensure all vehicles are road-taxed, serviced, and maintained as per business and legal requirements.
- Handle insurance claims and inquiries.
- Keep insurance policies up to date, adding/removing temporary cover as necessary.
- **Procurement**:

- Manage procurement for office supplies, equipment, and materials across departments.
- Research suppliers, obtain quotes, and ensure cost-effective procurement processes.
- **Communication & Enquiries**:

- Act as the first point of contact for the business, directing queries to the appropriate departments.
- Assist with visitor management and maintain a welcoming office environment.
- **Additional Office Tasks**:

- Support the office with ad-hoc tasks as needed to suit the business's operational demands.
- Engage in other office administration tasks and projects that may arise.

**Accountabilities**
- Ensure the efficient running of the office's administrative functions.
- Follow up on tasks to completion, ensuring no tasks are overlooked.
- Maintain accurate records related to properties, vehicles, insurance, and procurement.

**Essential Skills & Competencies**
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Full UK Driving Licence and access to a vehicle (due to the rural office location).
- Strong organisational skills and ability to manage competing deadlines.
- Excellent written and verbal communication skills.
- Ability to work independently, take initiative, and solve problems effectively.
- Strong attention to detail and ability to build rapport quickly with tenants, suppliers, and colleagues.

**Key Competencies & Behaviours**
- Solution-oriented and proactive in task management.
- High attention to detail and accuracy.
- Strong interpersonal skills with the ability to manage multiple priorities.
- Adaptable to changing demands, working collaboratively as part of a team.
- A positive, empathetic, and professional manner when interacting with clients and team members.
- An interest in learning new software and exploring AI technologies is highly desirable.

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

Pay: £21,840.00-£24,570.00 per year

Expected hours: 35 per week

**Benefits**:

- Bereavement leave
- Casual dress
- Cycle to work scheme
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline: 06/10/2024
Reference ID: OF02

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