SUMMARY:
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POSITION INFO:
Job Purpose:
To provide a professional and welcoming front-of-house experience while supporting the property management team with day-to-day administrative tasks. You will play a key role in ensuring the smooth running of the office and maintaining high standards of service for clients, tenants, contractors, and visitors.
Key Responsibilities:
Reception & Client Interaction:
- Act as the first point of contact for all visitors and callers.
- Manage a busy switchboard, directing calls and taking accurate messages.
- Ensure the reception area is tidy, presentable, and stocked with marketing materials.
Administrative Duties:
- Support property managers with administrative tasks including producing tenancy documents, notices, letters, and reports.
- Maintain up-to-date digital and physical filing systems for tenant records, maintenance logs, and contractor information.
- Coordinate incoming and outgoing post, deliveries, and courier bookings.
Office Coordination:
- Monitor and restock office supplies and stationery.
- Book and prepare meeting rooms for internal and external use.
- Liaise with IT, maintenance, and service providers to ensure a well-functioning office environment.
Property Management Support:
- Assist with logging maintenance requests and coordinating contractor appointments.
- Help chase outstanding documentation or compliance certificates.
- Maintain accurate records of keys, fobs, and access codes.
Compliance and Data Entry:
- Input and update property, tenant, and contractor information in the management system.
- Ensure GDPR and confidentiality policies are followed at all times.
Person Specification:
Essential:
- Previous experience in a receptionist or administrator role.
- Excellent communication and interpersonal skills.
- Strong organisational skills and attention to detail.
- Good knowledge of Microsoft Office (Word, Excel, Outlook).
- Ability to handle sensitive and confidential information professionally.
Desirable:
- Experience working in a property management, estate agency, or facilities environment.
- Familiarity with property management systems (e.g., Qube, Arthur, MRI, Reapit).
- Basic understanding of property-related documents (e.g., ASTs, Section 21s, service charge notices).
Key Competencies:
- Professional and friendly manner
- Strong work ethic and reliability
- Ability to multitask and manage time effectively
- Team player with a proactive attitude
- Confidence dealing with people at all levels
