Team Assistant Vacancy

 

Working Hours - Monday to Friday, 09:00 – 18:00

Location: White Lion Street, Islington

Contract Type – Permanent

Salary – Competitive

20 days holiday plus bank holidays

Hybrid working - flexible working

The Team Assistant is responsible for the day-to-day administrative side of the business working for a team of portfolio managers. You will be typing, undertaking mail merges, answering the phone, directing calls, dealing with clients and contractors, arranging meetings and appointments, updating spreadsheets and preparing weekly / quarterly reports. You are responsible for all of the electronic filing and all of the hard copy filing for the business. The role requires a high degree of organisation and attention to detail.

 

Key Responsibilities:

  •  Courteous and polite at all times, including while under pressure

  •  IT literate and proficient in the use of Microsoft Office

  •  Ambitious, dynamic and motivated

  • Strong communicator, both verbally and written, with good use of grammar and spelling

  • Strong at time keeping and time management

  • Great organisation skills

  • Self-sufficient in terms of dealing with issues and equally adept at raising issues to management as required.

  • Presentable and well-dressed at all times as the role can be client-facing

 

Role Requirement

- General

  • Assisting Portfolio Managers on a daily basis

  • Drafting letters to residents/leaseholders to advise of works, complaints, issues at the development

  • Drawing up and running Service Charge Reminders and Ground Rent Reminders (to be approved by appropriate portfolio manager)

  • Merging letters / Service Charge / Ground Rent demands

  • Printing out letters and send out via email and post

  • Corresponding with Leaseholders / tenants / contractors on a daily basis via the telephone and email

  • Drawing up invoices for leaseholders and issuing where necessary

  • Drawing up and running statement of accounts for leaseholders

  • Filing and archiving documents of properties – ongoing

  • Ensuring Invoices received have been billed accurately – i.e. Billing address is in correct format should these be received by you

  • Updating Leaseholder contact details as and when required

  • Liaising with Utilities companies where necessary

  • Helping the portfolio managers prepare for quarterly meetings. This will include printing out the Income, expenditure and bank reconciliation data and the issues list. Once the packs have been finalised by the Associate Directors you will be required to bind the quarterly packs.

  • Prepare the meeting rooms for any meetings

  • Welcome clients to the office

- Liaising with contractors:

  •  Requesting contractors to go to site to quote for works. Once quotations have been received putting these into a tender report (template is on the IP / LBM drive) for the portfolio manager / Associate Directors review

  • Liaising with contractors and residents for any required works for access (i.e. a leak)

  • Instructing contractors (having been given approval from Portfolio Manager) to carry out works

  • Chasing contractors for works, and diarising when chasing needs to be done.

  • Querying invoices as and when required

 

- Issues List

  • Updating Issues lists as and when required

  • Printing off the issues list in advance of any quarterly meetings

  • Reviewing the issues list with the portfolio manager and ensuring items are moving forward – assisting where you can in terms of getting quotations etc.

 

- Communication

  • Answering phones – it is the company policy to answer the telephone within 2 rings. As one of the block management assistants’ you must be the first one to answer the phone. If you and the other assistants are not available the phones will be answered by other members of the team

  • Manage and controlling all incoming issues received to you directly – whether this be passing on a message or transferring calls or running with the issue should you be capable. Updating the portfolio manager at all times

 

- Keys

  •  Signing in / signing out keys for contractors as and when required on a daily basis and updating the relevant portfolio manger

  • Ensuring with the Receptionist that all keys have been returned by 5:30pm every day. If keys have not been received please report this to the relevant portfolio manager and Portfolio Director

  • Arranging for keys / fobs to be cut / copied and sent to residents (via recorded delivery) and arranging for payment of these before they are issued.

 

- Post

Liaising with the Receptionist on a daily basis regarding the daily outgoing post. Ensuring that at 5pm the post trays are checked and that all post is franked and left in the relevant folders beside the franking machines for daily collection.

 

If you would like to apply for the role or find our more, please contact our Careers Team at careers@blockmanagement.com.

 

We look forward to hearing from you!