Team Secretary (Property)

Team Secretary
London, West End
£28,000 - £32,000

My client is a landed estate based in the heart of the West End. They are looking for a Team Secretary to support the Director of Property and Facilities Management and Leasehold together with the Facilities Management Team.

The ideal candidate will be responsible for:

• Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary.
• Manage team members' diaries and Outlook calendars. Organise various internal and external meetings, including room bookings, refreshments, IT equipment and update SkyVisitor as appropriate.
• Prepare and maintain various reports and databases. Preparation of correspondence/mail merges with Customers and other legal documentation. Copy typing to include general correspondence, template documents, reports, minutes and presentations. Create and maintain spreadsheets, manipulating data to ensure the efficient preparation of graphs, reports or other media as required. Complying with the strict corporate standards and professional presentation.
• Efficiently assist and support the Director with all leasehold and enfranchisement administration, correspondence, filing and spreadsheet maintenance, including producing various reports all in strict accordance with corporate procedures.
• Maintenance (PPM) database on the Helpdesk system, ensuring a high level of accuracy and attention to detail as a matter of priority.
• Politely and professionally liaise with Customers, consultants and contractors, in arranging property inspections
• Distribute documentation internally and externally, electronically or hard copy.
• Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with corporate procedures.
• Assist with cover for Reception, the Office Manager and other PAs/Secretaries during holidays. Support other PAs/Secretaries or teams during busy periods. Assist with setting up meeting rooms for large meetings and events.

The ideal candidate will have/will be:

• Previous experience working in the Real Estate sector
• Experience of general office procedures and good practice. Proactive and pragmatic approach with excellent team working ethos
• Ability to work under pressure and to tight deadlines or time frames without compromising the quality of work and maintaining a high level of attention to detail
• Highly organised, efficient and proactive with a positive can do attitude
• Excellent knowledge of a variety of software packages such as Microsoft Word, Outlook, PowerPoint and Excel, knowledge of a document management system and ability to produce correspondence, documents, presentations, spreadsheets and databases to a high standard of accuracy
• Typing speed of a minimum of 50 wpm. A competent knowledge of a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel. FileSite (EDMS/WorkSite) and Helpdesk are critical packages, previous experience would assist.

Please apply online if you feel your experience matches the above requirements.