Block Management Team Assistant - Islington, London N1

Title: Team Assistant
Hours: Monday - Friday 9am - 6pm. You may occasionally be required to work evenings as the needs of the business dictate, with time off in lieu
Reports to: Portfolio Directors, working for the Senior Portfolio Managers and Portfolio Managers on a daily basis

Overview:
The Team Assistant is responsible for the day-to-day administrative side of the business working for a team of portfolio managers. You will be typing, undertaking mail merges, answering the phone, directing calls, dealing with clients and contractors, arranging meetings and appointments, updating spreadsheets and preparing weekly / quarterly reports. You are responsible for all of the electronic filing and all of the hard copy filing for the business. The role requires a high degree of organisation and attention to detail.

Role Requirements:

You will need to be:
- Courteous and polite at all times, including while under pressure
- IT literate and proficient in the use of Microsoft Office
- Ambitious, dynamic and motivated
- Strong communicator, both verbally and written, with good use of grammar and spelling
- Strong at time keeping and time management

Day to day responsibilities:

- General
o Assisting Portfolio Managers on a daily basis
o Drafting letters to residents/leaseholders to advise of works, complaints, issues at the development
o Drawing up and running Service Charge Reminders and Ground Rent Reminders (to be approved by appropriate portfolio manager)
o Merging letters / Service Charge / Ground Rent demands
o Printing out letters and send out via email and post

- Liaising with contractors:
o Requesting contractors to go to site to quote for works. Once quotations have been received putting these into a tender report for the portfolio manager / Associate Directors review
o Liaising with contractors and residents for any required works for access (i.e. a leak)
o Instructing contractors (having been given approval from Portfolio Manager) to carry out works
o Chasing contractors for works, and diarising when chasing needs to be done.
o Querying invoices as and when required

- Issues List
o Updating Issues lists as and when required
o Printing off the issues list in advance of any quarterly meetings
o Reviewing the issues list with the portfolio manager and ensuring items are moving forward - assisting where you can in terms of getting quotations etc.

- Communication
o Answering phones
o Manage and controlling all incoming issues received to you directly - whether this be passing on a message or transferring calls or running with the issue should you be capable. Updating the portfolio manager at all times

- Keys
o Signing in / signing out keys for contractors as and when required on a daily basis and updating the relevant portfolio manager
o Ensuring with the Receptionist that all keys have been returned by 5:30pm every day. If keys have not been received please report this to the relevant portfolio manager and Portfolio Director
o Arranging for keys / fobs to be cut / copied and sent to residents (via recorded delivery) and arranging for payment of these before they are issued.

- Post
o Liaising with the Receptionist on a daily basis regarding the daily outgoing post. Ensuring that at 5pm the post trays are checked and that all post is franked and left in the relevant folders beside the franking machines for daily collection.