Administrator/Receptionist Job

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Administrator/Receptionist

Job Posted: 20 hours ago

  • Salary: £ 27,974.4/Annum

    Job Type: Temporary

  • Location: Stockton-on-Tees, County Durham

Expire in: a month

Job Description

RECEPTION DUTIES First point of contact for answering door/intercom to receive visitors (clients, customers, mail & deliveries). Dealing with visitor enquiries or referring to appropriate person/department. First point of contact for answering incoming telephone calls. Dealing with telephone enquiries or transfer call to appropriate person/department. If unavailable taking any message and issuing message by email to appropriate person/department. ADMIN DUTIES Check incoming emails regularly in Outlook 365, send out any property particulars for enquiries, deal with any queries arising from emails. Forward other emails to appropriate person/department. Issuing digital property particulars by email in Outlook 365, advising of property availability, arranging viewings of properties with owners and interested parties. Uploading digital property particulars online to Rightmove, Zoopla & T:S websites. Keep all websites up to date by adding or removing properties as required. Maintaining digital records of property enquiries. Maintaining surveyor’s appointment diaries in Outlook 365. Receiving and distributing incoming mail and franking and distributing outgoing mail via post box or taking any special delivery or tracked items to post office. Scanning of documents & photocopying. Creating hard copy files and digital folders. Filing of digital and hard copy documents and files keeping main filing room tidied and maintaining surveyors filing cabinets. Researching and obtaining online information such as maps, planning applications and permissions, energy performance certificates, business rate assessments and land registry documents. Use of Microsoft Word, Excel and other Microsoft 365 Applications Use of Adobe online & other pdf generation and editing tools. Typing of letters, Memos. Invoices and other MS Word documents. Creation of hard copy and digital reports and presentations incorporating words, graphics and images. Maintaining various MS Office databases/excel sheets: file register; valuations register; property enquiries register. Recording and maintaining an accurate key register and physical key storage cabinet. Recording and maintaining holiday / sickness records. Monitoring of all stationery supplies, researching prices and ordering from suppliers. Ordering and distributing access fobs and keys for the building & office. Assisting in respect of IT issues and raising helpdesk requests. Monitoring and distribution of kitchen / toilet supplies & consumables including ordering from suppliers. Making and distributing drinks and refreshments for staff members and visitors. Keeping the office and kitchen areas tidy. Emptying & refilling of dishwasher. Involvement in financial processes which include raising invoices to customers. GDPR – Confidentiality is essential due to nature of business. Undertaking compliance checks when working under service level agreements. Ensuring work is undertaken in accordance with Service Level Agreements and RICS standards. Working hard to meet timescales and understanding that all administrative work is a part of the commercial property practice and processes. Meetings – Occasional minute taking for meetings. Organizing Events/Conferences – Pricing up and booking train tickets/hotels. Coaching other staff members and becoming a role model for the business. Any other duties reasonably commensurate with the role of business administrator / receptionist / secretary. Personal Characteristics • Strong work ethic • Punctual • Self-starter capable of working on own initiative • Ability of managing a workload and meeting deadlines • Good attention to detail and concentration / focus • Ability to consistently follow procedures and processes • Positive mindset Hours 9.00am – 5.00pm with 30-minute lunch break 3 days per week Monday - Wednesday
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