Administration Assistant

Our client is a forward thinking, customer focused managing agent. Currently they are seeking a dynamic, self-motivated, customer service professional to support the management of a portfolio of high quality prime Central London residential blocks of flats, mainly owned by resident/lessee companies.Working from their London office alongside our Property Managers, you will assist in the delivery of high quality management services to properties within the portfolio, providing excellent customer service to both clients and customers, as well as high quality administrative support across a number of internal functions.

Duties:

• Work alongside Property Managers to perform a range of duties to ensure the smooth running of a portfolio of properties located in Central London.
• Develop a detailed knowledge of the properties in the portfolio, building a strong rapport with
• residents and staff on site, as well as clients.
• Be a main point of contact for customers across a number of channels, including phone calls, emails, letters, and our online Customer Portal.
• Ensure that incoming phone, e-mail and written enquiries from clients, residents, contractors etc. receive timely and appropriate responses.
• Give support to customers promptly and professionally through excellent communication
• Foster trust and confidence in Principle by providing a high quality service to customers at all times.
• Provide audio typing / transcription support to produce emails, letters, and other written communications to customers and clients on behalf of the Property Managers.
• Liaise as necessary with customers, contractors and on-site staff regarding call outs and planned maintenance works.
• Ensure works are completed to the required standards and, in consultation with Property Managers, keep residents up to date with progress.
• Ensure insurance claims are efficiently administered.
• Work on our property management system, MRI Qube, to ensure it is maintained with correct customer records and outstanding actions are monitored.
• Provide administrative support to the Property Managers to ensure all aspects of compliance and health & safety are adhered to in accordance with statutory requirements across the portfolio.
• Office management duties including filing, managing post and arranging deliveries/collections
• Attend and contribute to team, department and business meetings.
• Contribute to business-wide initiatives as required.
• Any other duties commensurate with the nature of the post. This is not exhaustive and will be reviewed periodically when adjustments may be made.

Person specification:

Educated to GCSE or equivalent level.

Recent experience of working in a similar administrative role.

Recent experience of working in a customer facing role.

Knowledge and experience of using and maintaining databases, handling customer data and GDPR.

Previous experience of working in residential property management or similar environment.

Key skills:

• Excellent English language skills - spoken and written: grammar, spelling and punctuation.
• Strong administration and organisation skills with an eye for detail.
• Excellent IT skills including use of Microsoft Office and other software packages.
• Excellent time management with the ability to manage priorities and meet deadlines.
• Ability to communicate effectively to a range of stakeholders.
• Excellent interpersonal and customer service skills.
• Positive attitude and proactive approach to problem solving.
• Excellent attention detail and good analytical skills.

The successful candidate must be able to provide excellent references and be willing to undergo full vetting checks.