Job Description

Summary

The position is a pivotal role working closely with the manging director of the business to take on much of the administrative duties of the business, freeing them and other fee earners (3 + the MD) up to work on further revenue generating activities. An organised individual with the ability to undertake a variety of tasks. The position comes with a considerable amount of autonomy to decide how best to achieve the results being sought.

Main Responsibilities

1) Work closely with the managing director, assisting with email management, scheduling meetings and task management maximising best use of time and trouble shooting where necessary

2) Answer incoming calls, obtain required information and either deal with caller direct or pass to relevant team member

3) Deal with incoming enquiries for agency instructions, keep applicants database up to date and regular maintain contact to ascertain ongoing interest

4) Writing and creating content for social media platforms, website and newsletters. Creating 2x quarterly newsletters and managing distribution to clients

5) Organising regular networking meetings (M4 Property Network) for commercial property contacts on behalf of the MD, liaising with invited guests regarding attendance

6) Undertaking bookkeeping tasks on Xero for invoices (both in and out) and paying and chasing invoices where required for M4. Also assisting with the invoicing and chasing of tenants for rental invoices for the management team.

7) Preparing and sending proposals to clients, ensuring Terms of Business are signed and returned and invoices are sent and paid prior to inspections by agency team where required. 8) Ensuring relevant money laundering requirements are adhered to and necessary information is obtained from clients as required

9) Assisting the agency team with tasks to commence marketing of properties from opening files and obtaining essential information such as rateable value and EPC through to ordering a board, creating property particulars, uploading information to M4 website and external portals on behalf of the agency team

10) Research - Undertake research on companies, owners of properties and available commercial properties and provide relevant information as required

Principal Working Relationships

The position involves communicating with the following people:

Managing Director.

All team members

Existing and potential clients

Suppliers

Accountable for the following end results

Efficient management of administration tasks across the business

To ensure all book-keeping is undertaken regularly so that up-to-date financial information is available, and debtors are kept to a minimum.

Ensuring that social media platforms are kept regularly updated and newsletters are consistently sent out

Saving the professional team considerable time to allow them to focus on further revenue generating task

Money laundering regulations are adhered to and checks in place as required

Job requirements / qualifications

Previous administration experience within a SME.

Accomplished in forging effective relationships at all levels

Excellent written and verbal communication skills

Confident in writing content and uploading to social media / m4 website

Experience of creating and maintaining databases

Problem solving skills - with the ability to use own experience to develop pragmatic solutions and resolve complex issues

Able to work in a team or alone and effectively collaborate to achieve common goals plus the ability to self-manage competing workloads and effectively prioritise

Operate professionally with discretion, able to manage sensitive data appropriately

Able to work independently but know when to ask for help

Job Type: Full-time

Pay: 25,000.00-27,000.00 per year

Benefits:

Company pension Free parking On-site parking Paid volunteer time
Work Location: In person