Company Overview
At Horde Ltd, we're reshaping the surveying and real estate consultancy scene with a forward-thinking approach. Our mission is to challenge and modernize the industry by providing straightforward, honest guidance to our clients.
Reports To: Technical Services Director
Contract: Permanent
Summary:
The Technical Personal Assistant (PA) to the Directors plays a vital role in ensuring the smooth operation of the executive office and supporting the strategic objectives of the company.
This position requires a highly organized and proactive individual with exceptional administrative and logistical skills. The ideal candidate will recent and extensive experience working in industries such as Surveying, Construction, Project Management and possess strong communication and interpersonal abilities, a keen eye for detail, and the discretion to manage a confidential workload.
**Minimum of 1 day working in the Southampton office (Friday)**
Responsibilities:
o Provide comprehensive administrative support to the Directors, including:
o Manage diaries prioritising appointments, meetings and deadlines.
o Schedule travel arrangements, including flights, hotels and cars.
o Anticipate scheduling conflicts and proactively propose solutions.
o Draft and compose professional correspondence, presentations, and reports.
Facilitate clear communication and efficient project flow:
o Act as a point of contact for clients, stakeholders, and other departments, handling enquiries effectively via phone calls and emails.
o Screen calls and emails, prioritizing messages and directing them appropriately.
o Liaise with external suppliers and service providers as necessary.
o Liaise with clients to gather project details and specific requirements.
Maintain accurate records:
o Input data into the company database using relevant software (e.g., CRM systems).
o Prepare project documentation, including site visit schedules, client information sheets, and data collection forms.
o Maintaining project files in a clear and organised manner, ensuring easy access for Directors.
Ensure the smooth operation of project activities:
o Arrange travel and accommodation for Directors as required, adhering to company travel policies.
o Order and maintain office supplies for the Company department.
o Assist with health and safety protocols within the department.
Contribute to departmental growth:
o Identify new ways of working to improve systems and processes.
o Work collaboratively with the Directors to develop and implement efficient administrative processes.
Uphold company standards:
o Maintain a high level of professionalism in all client interactions.
o Ensure confidentiality of client information and adhere to data protection regulations (GDPR).
Additional Responsibilities:
o Perform other duties as assigned by the Directors.
Qualifications:
* A Levels or equivalent qualification.
* Minimum of [3-4] years of experience in an administrative role within the construction or surveying industry.
* Strong organisational skills with the ability to prioritise and manage multiple tasks effectively.
* Excellent communication and interpersonal skills, with a confident and professional telephone manner.
* Experience using CRM systems.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and relevant administrative software.
* A strong understanding of UK building terminology is required.
* Strong attention to detail and a commitment to accuracy.
* Ability to work independently and take initiative.
* Team player with a positive and professional attitude.
Benefits:
* Competitive salary and benefits package.
* Supportive and collaborative work environment.
* Opportunities for professional development and skill enhancement.
* The chance to contribute to the success of a leading building consultancy firm.
This role is critical for the smooth operation of the Company and ensures efficient administrative support for Directors, allowing them to focus on core activities.
Job Types: Full-time, Permanent
Pay: £35,000.00-£45,000.00 per year
Benefits:
* On-site parking
* Work from home
Application question(s):
* At least 3 years experience providing PA services to Director(s) in Surveying/Project management/Construction industries.
Experience:
* Surveying/Project management/Construction industries: 3 years (required)
Language:
* English (preferred)
Work Location: In person