Personal Assistant to The Managing Partner

**JOB PURPOSE**

To support the Managing Director in the provision of a high-quality property management service to the clients of Inspire Property Management and their tenants, residents and leaseholders.

**RESPONSIBLE FOR**:
To support the Managing Director in the effective provision of a high-quality day to day property management functions, by effective use and maintenance of the office systems in place and in accordance with the company’s policies and procedures.

To assist the Managing Director in the overall development of the business and its services.

To aim to deliver the business mission statement, this includes but not exclusively dealing with applicants, lettings, management, maintenance, administration, rent &
service charge collection and the provision of the services supplied by the business.

**TASKS**

**BLOCK MANAGEMENT SERVICES**

To prepare and distribute paperwork for all Directors/clients prior to meetings.

Be prepared to attend clients/Directors’ meetings, when required & to take minutes of such meetings.

To arrange venues for clients General Meetings, for ensuring that AGM Notices and associated paperwork is sent to client’s members.

Deal with telephone calls from current and prospective clients.

Deal with telephone calls from leaseholders.

To take a lead in the smooth running of the office and its systems.

Receive clients’ instructions and to be responsible in ensuring such instructions are completed.

To maintain a Diary of meetings & the Diary of the Managing Director

To assist the line manager in the administration of s.20/project management tasks.

**OFFICE SYSTEMS**

To work within the company systems and be compliant with all systems.

To work with the Managing Director in the annual review & management of the Management Agreement with clients.

**PROPERTY MANAGEMENT SERVICES**

Offer general advice and information on property and related matters.

**COMPLIANCE**

To take repair requests and to issue works orders to contractors.

To oversee the cyclical compliance function of the Company in respect to its clients - this will mean the placement of orders with contractors in a timely manner.

To oversee the programmed compliance function of the Company in respect to its clients - this will mean working with the Property Managers to ensure they are altered and prepared to seek client instructions.

To be responsible for and oversee the programmed compliance work for each client, in terms of asbestos, fire risk, landlord electrical safety certificates.

To deal with enquiries from contractors.

To work with the Managing Director in maintaining and building existing relationships with contractors and to assist with the securing of new contractors.

**GOVERNANCE & COMPANY SECRETARIAL SERVICES**

To assist the Managing Director in the Company Secretarial role.

To take a lead and ensure that filing requirements for all Companies at Company House are complied with.

To maintain paper records in respect of Registers of members/shareholders & Directors are kept up to date.

To maintain the company records in respect of sealings.

To deal with elections & resignations of Directors at Companies House, under instructions from clients.

**GENERAL**

Prepare statistical and other information as requested.

Promote the business.

Undertake training when required.

Participate as a member in a staff or team briefings.

Be prepared to liaise, assist and support other members of the team.

To assist in the promotion and marketing of the business.

Follow all administrative and recording systems effectively.

To be responsive of the changing needs of Inspire Property Management and its

residents.

To be committed to the smooth running of the business under the direction of the line

manager.

To build and maintain good working relationships with colleagues with a determination

in ensuring a harmonious working environment.

To cover for staff during times of annual holidays, sickness etc.

To carry out any other reasonable duty as requested by the line manager.

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

Pay: From £29,500.00 per year

Schedule:

- Monday to Friday

Work Location: In person

Reference ID: PA003