Administrative Assistant

Job Overview:

We are currently seeking a highly organized and detail-oriented Administrative Assistant to join our team in a fast-paced office environment. This role involves providing essential support across two departments within the Letsby Group—our Letting Agency and Maintenance Company. The successful candidate will handle a variety of administrative tasks, ensuring smooth and efficient operations across both departments. This is a demanding role that requires the ability to manage a high volume of work while maintaining accuracy and professionalism.

Key Responsibilities:

• Departmental Support:
• Effectively support both departments by addressing their specific administrative needs and adapting to varying demands.
• General Administrative Duties:
• Perform general clerical duties including photocopying, scanning, and filing.
• Manage incoming and outgoing correspondence.
• Maintain office supplies inventory and place orders when necessary.
• Phone and Email Management:
• Answer and direct incoming calls with professionalism and courtesy.
• Manage department-specific email inboxes, ensuring timely and professional communication.
• Invoicing and Financial Management:
• Generate and track invoices for both the Letting Agency and Maintenance Company.
• Chase outstanding invoices and rent arrears, maintaining accurate financial records.
• Appointment Scheduling and Diary Management:
• Coordinate appointments and manage diaries for staff, booking jobs and meetings as required.
• Ensure efficient scheduling to maximize productivity.
• Job Booking:
• Handle job bookings for the Maintenance Company, ensuring all necessary details are captured and communicated clearly.
• Data Entry:
• Assist with data entry tasks using computerised systems.

Requirements:

• Experience:
• Prior experience in an administrative role, ideally within the property or maintenance sectors.
• Familiarity with Xero or similar accounting software is highly desirable.
• Skills:
• Strong communication skills, both verbal and written.
• Exceptional organizational skills with attention to detail.
• Ability to work in a demanding role with a high volume of work, while prioritizing tasks and managing time effectively across two departments.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Suite.
• Excellent phone etiquette and communication skills.
• Ability to multitask and prioritize workload effectively.
• Other Requirements:
• Must hold a valid driving license.
• Ability to work independently and collaboratively within a team.

Benefits:

• Time Off:
• Day off for your birthday.
• Additional leave for long service.
• Wellbeing:
• Access to a mental health policy that supports employee wellbeing.
• Flexible Working:
• Flexible working options within the designated office days.
• Office-Based Role:
• The role is based in our office, fostering collaboration and team support.

Job Types: Full-time, Permanent

Pay: From £23,000.00 per year

Education:

• A-Level or equivalent (preferred)

Experience:

• Customer service: 3 years (preferred)
• Administrative experience: 3 years (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (required)

Work Location: In person