Administrator & PA
Shrewsbury
£28,000 - £32,000
Seymour John is recruiting on behalf of a professional services client who are based on the outskirts of Shrewsbury. In this role that reports to the Estate Manager you will be responsible for overseeing the daily management of the office, setting the highest example of professionalism as the front facing host to any visitors. In addition, the role will provide extensive administrative and operational support to the Estate Manager to enable the Estate to build on its success towards a long-term future. Duties will also include supporting the Finance Department in managing data entry, record keeping, reconciliation, marketing, and production of financial and other reports.
Administrator Responsibilities
-
Meeting and greeting visitors to the office.
-
Managing the front office, answering the mainline telephone, taking all incoming calls, dealing with enquiries and recording accurate messages for distribution.
-
Managing the generic estate office email inbox and dealing with queries or requests within an appropriate timeframe
-
Managing the daily incoming and outgoing post
-
Monitoring ordering all office supplies.
-
Liaising with all professionals, contractors and suppliers visiting the Estate, covering all aspects of the Estate's daily functions.
-
Attending, minuting, and managing weekly team, training and diary meetings and updating and keeping clear and accurate records of them
-
Organising scanning and re-naming of admin documents and managing the general office, filing both manually and digitally
-
Minuting meetings and typing up notes etc where required, always exercising the utmost discretion.
-
Office diary management to include; keeping Estate Manager's diary up to date
-
Proactively supporting the Estate Manager with general admin where required
-
Preparation and maintenance of workflows and charts and generation of reference tools for ease of use by the office.
-
To support the Finance Manager by assisting in:-
-
Accurate data entry and financial record keeping;
-
Financial reconciliation and the preparation of financial reports; and
-
Assist in expense record keeping
Personal Assistant Responsibilities
- Completing admin related tasks for the Estate Manager within the necessary timeframe / deadlines
- Using outlook task management to fully record and update progress on all tasks under your responsibility, including noting any urgency/timescales/deadlines
- Prioritising work to ensure delivery, in full, on time, notifying the appropriate delegator of any predicted delays and keeping delegators updated on your progress
- Liaising with tenants/supplies/third parties by telephone/letter/email or in person as appropriate in a professional manner at all times
- Accurate preparation of Estate documentation in draft for example letters and reports and ensuring sign off by the Estate Manager to meet any specified deadlines
- Accurate collection and input of data onto the office case management system ensuring it is always kept fully up to date
Key Skills
- Excellent communication skills
- Good organisational skills, able to multitask maintaining a logical and methodical approach.
- Excellent spelling, numeracy and financial skills
- Excellent attention to detail and high standards
- Professionalism, discretion, honesty, integrity, compassion.
- Smart personal presentation with a professional and friendly manner
- Ability to work independently, a problem solver and work to deadlines
- Must have strong all-round IT skills
The role is a office based role (40 hrs working week 08:30 - 17:00) and due to the location it is essential that you have access to a car. You will receive 24 days plus stats annual leave, pension and health care on successful completion of probationary period.
For further information regarding this role please contact Lydia Johnson at Seymour John Ltd.