Estates and Management

Administrator

Location: Finchley Central (N3)

Job Description:

Working hours: Monday to Friday, from 9:00 am to 5:30 pm, with one hour for lunch

Reporting to: Team Manager

Job purpose: To work within one of our teams of 2 - 15 agents providing administrative and telephone support. The post holder will be required to work flexibly and conscientiously, in a rapidly developing office environment.

Key accountabilities:

1. Opening high volumes of post and inputting payments onto the in-house database.
2. Answering phone calls from tenants/leaseholders on a daily basis covering a range of issues/queries including: credit card payments, rent queries, standing order requests etc.
3. Providing standard and ad-hoc letter responses to tenants/leaseholder enquiries.
4. Maintaining and updating the in-house database in accordance with correspondence and other communications exchanged with tenants or their solicitors.
5. Dealing with queries from solicitors in writing or by telephone.
6. Reviewing and extracting information from various sources including leases and Land Registry.

Skills and knowledge - essential:

GCSE or equivalent in English and Maths, with a result of C or above

Attention to detail; previous experience in data-entry will be valued

Computer literate: intermediate use of Word and Excel

Good organisational skills

Skills and knowledge - desirable:

Previous experience in a customer service environment, either face-to-face or over the telephone.

Previous experience in an administrative position or office environment.

Knowledge of property law

Contract and remuneration:

This is a permanent, full-time position (see working hours above), with a six-month probationary period.

Starting salary: £15,000 per annum

Holidays: 20 days per year, plus bank holidays; this entitlement increases with time.

Person specification:

Telephone customer service: able to show the ability to communicate effectively over the phone, providing accurate information in a helpful manner, and maintaining a professional attitude at all times.

Data input: able to show reasonable accuracy and speed when entering data into a database, copying both from written and oral sources.

Working with IT: comfortable in the Windows XP environment, and able to show experience or knowledge of MS Word and MS Excel at least to an intermediate level. Able to learn new systems, like an in-house database, and use them effectively in accordance with company procedures.

Letter writing: able to write professional letters, both using templates and ad-hoc. A high level of accuracy is required regarding the information provided in the letters, as well as an equally high level of grammatical correctness.

Working according to procedures: able to perform their role while adhering to specific company procedures at all times, requesting further training and assistance when necessary.

Problem solving: able to investigate a query and suggest possible outcomes.

Ability to use initiative: after an initial training period, individuals will be expected to effectively recognise when they need to make a decision, and when assistance should be requested from a more experienced member of the team or management.

Organisational skills: able to prioritise workload and multitask in a high volume environment.

Working in a team: able to work in large and small teams productively and cooperatively with a variety of colleagues, and willing to learn new responsibilities as required within the team environment.