Office Administrator - Stratford-upon-Avon, United Kingdom - Dobson Grey Limited

Description

Office Administrator
(Salary - commensurate upon experience)

Full-Time Hours - Monday to Thursday 9 am-5 pm and Fridays 9 am-4 pm. (*flexible hours on either side with an early start of 8 am and early finish of 4 pm or 10 am start and 6 pm finish to be discussed with staff. The cover is required in the office during core office hours).

Part-Time Hours - available upon request however Monday and Friday working is required due to higher workloads on these days.

Purpose of the Role:

The purpose of the post is to provide effective administration and research support to the Dobson-Grey consultants and trainers at all levels including management.

You will be supported by and will work closely with the Project Coordinator and Office Manager.

The role is very varied and would suit someone who is a multi tasker and works well as part of a Team.

You will enjoy collaborating with others. You will have attention to detail. You will have good communication and I.T skills. Experience in the property and/or construction industry is essential.


Location:
Stratford upon Avon


Responsibilities:

• General secretarial/administrative duties including processing incoming and outgoing post. Preparing the coffee and tea for guests, booking buffet and meeting rooms for in house training days, maintaining registers and schedules for Consultants and Tenders.
• Typing, proofreading and formatting reports.
• Photocopying and scanning files and documents when requested.
• Support reception within the office during peak times/absences related to holidays/sickness/lunch break. Answering and transferring calls promptly and taking detailed messages if required.
• Maintain good relationships with clients and contractors.
• Office Management tasks, including checking and ordering stationery, other office utilities and supplies.
• Dealing with mailshots/mailchimp in accordance with GDPR. Maintaining annual membership with ICO.
• Maintaining the company website, as well as online platforms such as Rightmove, LinkedIn, company social media sites and intranet page to make sure they are kept up to date.
• Support in the creation and enhancement of in house CRM system.
• Review and update of company's Training Matrix, logging consultants' Continuous Professional Development.
• Assist the consultants in lesson learnt review following the project's close, and with obtaining testimonials following the project's close.
• Background Research sourcing for house price data, planning, construction and demographic data management.
• Processing incoming Tender Documents including Specifications, Drawings, Method Statements, Health & Safety Plans and other related documents.
• Assisting with the preparation of documents (hard copy and electronic Version for DCS).
• Assist Consultants in the compilation and issue of CDM documents, enquiries, chasing and logging and filing F10 forms and associated H&S documentation with HSE.
• Monitor dedicated account for Health and Safety Training.
• Prepare delegate packs for training courses.
• Issue training certificates and maintain records of training.
• Digital file setup for incoming projects and tenders.
• Ensure that information from Local Authority Planning Portal is reviewed and saved into the digital file.
• Booking accommodation for the consultants.
• Using digital mapping tools to assist with valuations and planning matters.
• Digital file setup for new instructions and assist with due diligence.
• Closing files by checking that files adhere to the quality assurance checklist. Completing closure forms and completing the archiving database.
• Completion of comparable database and comparable map upon closure of files.
• Creation of property / land marketing particulars.
• Assisting with property / land enquiries. Issuing particulars and coordinating viewings with interested parties.
• Assisting with marketing of property and land, creating mail shots and other marketing material.
• Assisting with Planning submissions.
• Engage in any other reasonable activity as requested by colleagues.

Key Skills
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Passion:

• For property and construction and health and safety.

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Good attention to detail

• To check for anomalies in revision sequencing number and/or description and proof reading.

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Customer focus:

• Have an awareness of sales support for new and prospective clients.

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Can do

• You will be able to work collaboratively and efficiently with colleagues within your team.

Demonstrate a "can do" attitude and flexible approach to work.
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Good IT skills

• Ideally Google Suite packages (e.g gmail, slides, sheets, hangouts and docs) and/or Microsoft Package. Good typing speed.

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Want to Learn

• Engage in opportunities presented to improve personal professional development and further training.

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Want to make a difference - Suggest and contribute to improved work practices and make a difference to our aspiration to grow the firm from strength to strength.

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