ADMINISTRATOR / PA - DUNCOMBE PARK
JOB DESCRIPTION
Job Title: Administrator / PA
Hours: Flexible (possible job share)
Status: Permanent
This list is a guide for the work and jobs the role is likely to encounter; it does not necessarily list every job the Estate accountant will undertake.
This role will be based in the Duncombe Park Estate Office just outside Helmsley. You will oversee the administration of the Estate, and act as PA to the Estate manager.
ABOUT THE ESTATE
Duncombe Park trades as Helmsley Estate. The Estate comprises a large portfolio of property, including residential, commercial, agricultural and sporting. We also host events in the house and wider parkland. There are six separate Trusts, as well as sole trading operations and partnerships. Some of the entities are opted to tax. We operate as a small team in the office and we seek someone who is willing to be flexible in their work, and get involved with all aspects of the running of the Estate. The successful candidate must have attention to detail, and act with total confidentiality.
ACCOUNTANT ROLE
- Front of house to the office – answering calls, dealing with post and deliveries
- Maintaining stationery stocks and overseeing maintenance contracts of office equipment
- Primary contact for office visitors: staff, contractors, people attending meetings
- Support to Estate manager and others in office – diary, typing, filing
- Assist accountancy team as required – inputting data from invoices
- Timesheet administration and dissemination.
- Coordinating and publishing weekly reports.
- Overseeing and organising staff training (via external contractors)
- Input information onto Estate systems
- Maintain up to date records on compliance for property – electrical and gas reports, EPCs together with diary system / reminders.
- Maintain records for Estate online and paper.
GENERAL
- Liaison with other departments and staff where necessary
- Talking to tenants and arranging minor repairs with in house team and contractors
- Answering the Estate office telephone
- Dealing with visitors and deliveries to the office.
- Ordering supplies for staff and office.
- Dealing with the principal’s private family matters from time to time.
SKILLS REQUIRED
- Great communications skills and confident manner - able to communicate people at all levels
- Knowledge of property management and rural estates
- Excellent time management skills, the ability to prioritise, juggle workload and meet deadlines
- High level attention to detail
- A team player - we are a small team and the ability to turn a hand to anything is needed
- Self-motivated and autonomous worker
- Good IT skills – Microsoft (plus Landmark Key Prime – training will be provided)
- Able to quickly grasp new ideas, think on their feet and work to deadlines
- Able to work under pressure in a calm and patient manner. Have a flexible attitude and ability to manage a number of projects simultaneously.
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