Job Description

OFFICE ADMINISTRATOR - ROLE OVERVIEW

We are looking for a friendly and personable administrator to assist the Director of the company with a variety of tasks. The ideal candidate will have a good command of English, strong computer literacy, a good knowledge of bookkeeping / accounting and excellent time management and planning skills. A good understanding of Microsoft Office is essential.

KEY RESPONSIBILITIES

1. General Office Administration

Handling incoming calls, emails, and general enquiries and setting up jobs. Managing diaries, scheduling site inspections, booking meetings, and arranging CPD sessions. Maintaining organised digital filing systems for reports, invoices, plans, and project documents. Preparing letters, emails and invoices. Making travel plans and arrangements for surveyors (trains, hotels, route planning).

2. Surveying Support

Transcribing and formatting professional reports (building surveys, dilapidations, schedules of condition, technical reports). Formatting appendices, inserting photos, renumbering, proofreading, and ensuring branding consistency. Maintaining templates for reports, specifications, and schedules. Requesting plans and documentation from managing agents, landlords, tenants, and contractors. Logging new instructions, fee proposals, signed terms and PO numbers.

3. Property Development & Project Support

Maintaining project files for each development (planning documents, contractor quotes, drawings). Tracking planning applications, building control correspondence, and statutory dates. Managing utilities, insurance certificates, compliance records and other asset documents. Coordinating contractor access, keys and site appointments. Assisting with expense logs, and basic cost tracking.

4. Financial Administration

Preparing and issuing invoices and credit notes. Chasing overdue payments professional manner. Uploading receipts and expenses (fuel, materials, software). Recording VAT receipts and assisting with quarterly VAT information. Coordinating with the accountant for monthly or quarterly bookkeeping requirements.

5. Compliance & Document Control

Maintaining records for professional indemnity, public liability and employer's liability insurance. Ensuring each project has the relevant CDM documentation, RAMS, guarantees and warranties. Maintaining GDPR-compliant records for client, tenant and contractor information. Logging key movement, access permissions and security-related documentation.

JOB TYPE:

Part-time, work-from-home (or office based if in London)

Job Type: Part-time

Pay: 15.50 per hour

Benefits:

Company pension Flexitime Sick pay Work from home
Language:

English (required)
Work Location: Remote