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Key Responsibilities:
Executive Assistant Duties:
- Handle all incoming calls, log calls, transfer calls to the appropriate team member, and take messages when required. Ensure all voicemail boxes are checked, and messages are forwarded to the appropriate recipient.
- Schedule and manage the Director's calendar, including arranging appointments and meetings, ensuring all engagements are well organisedand timely
- Book client appointments and send confirmation letters and packs, ensuring all details are accurate and timely
- Ensure all client files areready for meetings, creating new client files with dividers and template documents where necessary
- Produce client letters from audio dictation, scan all received and sent documents to the CRM and ensure proper record-keeping
- Manage recurring board and team meetings, including preparing papers and sending invites
- Collect, open, log, and distribute incoming mail using Excel; ensure any required actions are followed up, and ensure outgoing mail is processed via the franking machine or online postage
- Greet clients in a professional and welcoming manner
- Log, track, and assist in resolving client complaints with the support of the adviser or Director
- Manage and maintain the database of suppliers and contractors
- Organise maintenance for office equipment and building-related issues when necessary
- Manage filing, archiving, and any ad hoc office duties as required
- Oversee property administration, including receiving and logging payments
- Handle client property-related administration tasks, ensuring all relevant paperwork is accurate
- Arrange for tradesmen to provide quotations for property repairs and maintenance as needed
- Coordinate and arrange property advertisements
- Manage tenant interactions, including organisingcheck-in and check-out procedures, and ensuring smooth communication
- Liaise with other letting agencies to coordinate and manage property services
- Prepare and issue tenancy agreements, ensuring compliance with legal requirements
- Set up and maintain tenant files, ensuring they are organisedand up-to-date
- Apply for references and guarantor checks, ensuring proper screening of tenants
- Assist with court proceedings, preparing court files, and supporting the legal process as required
- Previous experience in an Executive Assistant or similar administrative role, preferably in a property management or construction-related environment
- Audio typing experience
- Strong organisational, time keeping and multitasking abilities, with a keen attention to detail
- Excellent communication skills, both written and verbal
- Ability to manage confidential information and handle sensitive client matters professionally
- Proficient in Microsoft Office Suite (Excel, Word, Outlook) and CRM software
- Familiarity with property management software and real estate processes is a plus
- Ability to work independently and as part of a team
- Knowledge of property management and letting regulations, including tenancy agreements and court proceedings
- Reliable, punctual, and professional
- Ability to work in a fast-paced environment and handle multiple priorities
- Strong attention to detail and accuracy in all tasks
- Customer-focused with a positive, can-do attitude
If you know someone suitable for this role, share the word and through our referral scheme receive up to 250! Click herefor further details on our recommendation scheme. This is just one of the many roles we are working on at the Sammons Recruitment Group. Please visit our website (url removed) for full details on all Permanent, Temporary and Contract career opportunities we are actively seeking candidates for. Recruiting on the basis of Talent, we are committed to supporting and promoting diversity in the workplace and consider all applications. Any salary advertised is for search purposes only. If you have not heard from us within 7 days you will have not been successful on this occasion, however, we would welcome your application for alternative vacancies.
