Personal Assistant and Office Manager

  • Location

    Twickenham

  • Sector:

    Property and Real Estate

  • Job type:

    Permanent

  • Salary:

    £1,100 - £2,200 per month

  • Contact:

    Mark Myddelton

  • Contact email:

    mark@ibcp-uk.com

  • Job ref:

    IBCP/002

  • Published:

    5 months ago

  • Expiry date:

    2019-07-25

  • Client:

    #

We are an organically growing, privately owned property business established in 2014 with an office located in Twickenham. I am responsible for managing the day to day business of several small companies which span commercial property consultancy, property development, property management and holiday rentals.

This is a time of exciting expansion made even more interesting by fresh opportunities that are arising out of the Brexit debacle. As our business continues to grow I am becoming more reliant on part-time staff, freelancers and consultants.

I require a Personal Assistant and Office Manager to help me in my daily business and personal tasks. The right candidate will be an integral part of the core team, contributing to and facilitating the company’s expansion towards higher growth and new areas of business.

This is for a part-time on-site role with the possibility of flexible hours and some remote working from home. No prior experience of working in the property industry is required.

 

The main candidate criteria for this role are as follows:

An experienced Personal Assistant and Office Manager.

Good organisational and time management skills.

A willingness to take on new challenges.

An aptitude for working smarter not harder.

Ability to work alone as well as in a team.

Excellent communication and people skills.

Good writing skills.

Good telephone manner.

Good online research skills.

Ability to negotiate with suppliers.

An eye for quality and good design.

 

Computer literacy

Essential                                                                Desired

Windows 10 Operating System                           Microsoft Project Pro

Microsoft Office 365                                             Xero Accounting software

Acrobat Pro DC

Wordpress

 

Written and Spoken Languages

Essential                                                               Desired

Fluent in English                                                 Fluent in French

                                                                           Spoken Italian or Croatian

 

This role is diverse, and the work flow varies across different companies and seasons of the year.

General duties:

  • devising and maintaining office systems, including data management and filing.
  • arranging travel, visas and accommodation and, occasionally, travelling with the Director to take notes or dictation at meetings or to provide general assistance during presentations;
  • screening phone calls, enquiries and requests, and handling them when appropriate;
  • meeting and greeting visitors at all levels of seniority;
  • organising and maintaining diaries and making appointments;
  • dealing with incoming email and post, often corresponding on behalf of the Director;
  • taking dictation and minutes;
  • carrying out background research and presenting findings;
  • producing documents, briefing papers, reports and presentations;
  • organising and attending meetings and ensuring the Director is well prepared for meetings;
  • liaising with clients, suppliers and other staff;
  • taking on some of the Director's responsibilities;
  • being involved in decision-making processes.

Holiday Home Rental Business:

  • handling booking enquires;
  • organising and maintaining useful information on local amenities and sightseeing for guests;
  • maintaining and communicating the booking schedule to housekeeping staff;
  • ensuring the agreed check-in and check-out times are communicated to guests;
  • managing housekeeping staff cover for all check-in and check-out times;
  • organising property maintenance and repair;
  • collating photographic evidence, repair invoices and receipts for damage deposit claims;
  • organising replacement bedding and furniture when required;
  • maintaining up to date copy and photographs for online presence;
  • managing social media;
  • carrying out specific projects and research for property located in UK, France and Croatia;
  • responsibility for accounts and budgets;
  • assisting the Accountants with PAYE for housekeeping staff.

Commercial Property Consultancy:

  • maintaining up to date copy and photographs for online presence;
  • managing social media;
  • carrying out specific projects and research for client projects located in the UK;
  • assisting the Director with accounts and budgets;
  • assisting the Accountants with VAT submissions.

Property Development Company:

  • assist the Director in maintaining up to date project programmes;
  • maintaining correspondence flow with Design Teams, Consultants and Contractors;
  • maintaining up to date copy and photographs for each project’s online presence;
  • managing social media;
  • carrying out specific projects and research for property developments located in the UK;
  • assisting the Director with accounts and budgets;
  • assisting the Accountants with VAT submissions;