Job Description

Purpose of the Role

To provide clerical, administrative and reception support to the Estate Management Team. They will act as an ambassador for the business & Elephant Park whether face to face, in writing, or by telephone to residents of the commercial units, leaseholders’ estate, residential occupiers, visitors and contractors at all times.

Key Responsibilities

· Clerical and administrative support to the Estate Operations team.

· Manage the existing helpdesk and take part in future tendering and drafting of residents’ portal apps.

· Co-manage the Elephant Park helpdesk email account with the Estate Manager, Portfolio Manager and Director of Estate.

· Attend and minute meetings as required under formal instruction from the Director of Estate.

· Format all Estate reports and presentations where required in line with brand guidelines, along with preparation for client audits.

· Manage a tracker, and raise purchase orders and process invoices for the above and other items for the Estate.

· Maintain the occupier key contacts database.

· Make temporary Estate signage as required.

· Support the Estate team with ad hoc projects as required.

· Own templates and roll out SOPs, etc.

· Ensure archiving of documents is in line with the Estate document management process, including assisting the Director of Estate with ongoing document control.

· Collate all information required for monthly and quarterly report writing.

· Be involved with continual improvement, working alongside the Director of Estate, including ongoing systems, incentives, etc.

· Raise site POs and annual contract orders.

· Oversee site trackers as per the directive of the Estate Director, to include the annual key date planner.

· All other site-based finance functions.

· Oversee booking of the Pavilion & Tree House.

· Assist the Estate Director, Portfolio Manager and Estate Manager with site events.

· Oversee Budget vs Actual and finance reporting functions.

· Other general office duties as directed.

Skills, Knowledge and Experience

· At least 2 years’ experience in a similar administrative support role.

· Strong attention to detail.

· Excellent time management skills.

· Exceptional communication and customer service skills.

· Technical skills, including proficiency with Microsoft Office programs.

· Strong prioritisation and organisation skills.

· Ability to work under own initiative.

· Strong record keeping skills.

· Ability to multitask.

Working Hours - 37.5 Hours Per Week

Salary - £40,000

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Please see our Benefits Booklet for more information.