Receptionist/Administrator

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