To provide a professional and efficient secretarial and administrative support service to the team of Surveyors in the Property Management Department/Belfast Office.
Produce all correspondence, documents, reports and presentations to agreed deadlines, including audio and copy typing and document binding.
Maintain and update the company databases and systems including mailings lists and property databases.
Maintain effective systems for filing, information retrieval, the reproduction of documents when required and file archiving.
Create and manage job files in accordance with audit guidelines (electronic filing)
Generate invoices as and when required Generate expenses for members of the department as and when required.
Deal with telephone queries on behalf of the Surveyors and setup conference calls as and when required.
General office duties including distributing post, ordering office stationery as required and maintaining health and safety records.
Arrange property inspections on behalf of client and surveyors.
Event management when required for the Marketing Director
To produce reports and letters as appropriate, including initiating correspondence following standard Client formats and ensuring appropriate attachments are enclosed.
Take part in regular office meetings to forward plan, give feedback and keep up to date with objectives in order to provide a pro-active support service.
Build and maintain good relationships both internally and externally, communicating professionally and effectively at all times.
Answer the phone and deal with telephone queries/messages as appropriate.
Co-ordinate the teams diaries where necessary, ensuring travel and accommodation arrangements including flights, hotel, car parking, trains etc., are made and all necessary paperwork made available including flights, hotel, car parking, trains etc.
Arrange meetings and other events for the department.
Work flexibly to ensure that the work of the office is covered as appropriate.
Liaise with the other secretaries within the office to ensure that work is completed to given deadlines and to a high standard.
Work flexibly to ensure that telephone cover for the office is provided at all times throughout the day.
Any other duties commensurate with this level of post