Job description
Job Title: Branch Support Assistant
Department: Shared Services
Location: Worthing Office
Hours: Monday to Friday 09:00 – 17:00 – 1 hr lunch break (35hrs) (Additional hours when necessary, depending on the needs of the business)
Report to: Branch Manager
Holiday Allocation: 25 days per annum
Summary of Job: To provide support to the Office Team.
Main Tasks & Responsibilities:
* Monitoring office answer machine – pass on messages - distribute – immediately on arrival
* Check emails including info and personal email – distribute - immediately on arrival and regularly throughout the day
* Answering phone and dealing with enquiries
* Dealing with callers to the office
* Managing Key System, signing out keys, checking authorisation, chasing return of outstanding keys on a weekly basis, keeping Key List up to date
* To ensure the office has all stationery requirements including headed and plain paper
* Ordering office supplies
* To keep up to date with day-to-day filing
* Archiving files and entering onto database, relocating files to basement
* Maintaining copies of Contractor Liability Insurance, chasing outstanding certificates
* Franking post and depositing in post box – daily task
* Key cutting
* Taking card payments over the phone or in person from tenants or leaseholders
* Attend any relevant training courses that are appropriate to the job title and specification
* To follow the department Service Standards
Letting Department
* Provide admin support to the letting department including new let paperwork, tenancy extensions and end of tenancy
* Dealing with management problems, liaising with tenants and landlords, instructing contractors, processing invoices
* Preparing details, uploading website/portals
* Property to market administration including keeping window cards, boards and websites up to date
* Registering applicants
* Become fully conversant with the Alto Property System
* Dealing with received invoices, following office procedure of printing, date stamping, entering them on Alto Property System, scanning and saving in Filing Cabinet.
Property Management
* Provide admin support to the Property Management including
* Writing to tenants/leaseholders with notices
* Become fully conversant with Qube Property System
Commercial Department
* Register and process new applicants, ensuring accurate records are maintained.
* Facilitate property viewings by granting access and assisting prospective tenants or buyers.
* Provide administrative support in preparing and marketing properties, including listing updates and documentation.
Additional Responsibilities (After 3 months – Flexible for the right candidate)
* Property Inspections. Carrying out letting department management inspections and reporting to landlords and common ways checks as required
* Attending properties as required to carry out any management duties
* Carrying out viewings
* Manage Electricity Installation Condition Reports including keeping records up to date, arranging
* Manage Gas List, including keeping records up to date, arranging appointments.
Apprenticeship
* After initial 3 months training, opportunity to study for a Level 3 in Housing and Property Management (study time 6 hours per week – must complete within 24 months)
Person Specification:
* Good communication skills
* Ability to work under pressure
* Good organisational skills
* Good multi-tasking skills
* Accuracy in typing and attention to detail
* Confidence in dealing with people at all levels
* Team Player
* Proactive and flexible approach to work
* Driving licence and access to own car (can claim back business mileage).
Please Note: This job description is an indication of the job role you have been employed to do and not an exhaustive list of daily or monthly tasks. All employees will be expected to undertake any suitable tasks requested by their line Manager to meet the changing needs and future growth of the business, as discuss in regular reviews. The job description needs to be read alongside the post-holders Statement of Main Terms and Employee Handbook, which provides detailed information concerning the policies and procedures of our company. This job description will be reviewed periodically. As part of the recruitment process, social media checks may be carried out as part of the pre-employment screening. By applying to this vacancy, you agree for this to take place. If you have any questions, please email to discuss further.