Job Description

Key Accountabilities

·         Responsible for the day to day running of the office

·         Keep accurate records and filing for all important business material and keeping up to date on legislation and office machinery renewal dates

·         Support the organising of staff training

·         General Administration on ad hoc duties for the directors

*Office Key Duties:

·         Answer the telephone to ERE clients and customers

·         Maintaining a safe and clean office environment (management of the cleaning staff, general housekeeping duties)

·         Order all stationery & office supplies

·         Assist with layout changes within the office

* Record Keeping, Policy and legislation duties

·         Ensuring all filing around the office is in order and tidy and introducing new processes and procedures as necessary and as discussed with the Commercial Director

·         ERE petty cash and ERE office spend tracking

·         Email reporting activity exported every Wednesday by 3pm and final day of the month

·         Be a fire warden

·         Assist with updating the handbook where necessary once clearing changes with management.

·         Handle office insurance related issues

·         Reviewing and updating health and safety policies and ensuring they are observed

·         Arranging regular testing for electrical equipment and safety devices

* HR duties

·         Assist with recruitment, advertising roles and interviewing.  Onboarding of new starters (conducting inductions, job specifications, defining roles, people holiday management and arrange any training requirements)

·         Supporting all line managers with staffing needs and issues or organising necessary documents

·         Monitoring SharePoint and making sure it is maintained correctly and staff have access to all necessary file.

·         Arrange new users’ access for internal systems (Activtrak, Office 365) monitoring leavers for license purposes and tracking usage

·         Preparing for staff appraisals and liaising with managers to update Job descriptions

·         Arrange travel for staff when required

·         Support Office Junior

* Communications

·         Support with arranging internal training

·         Collating material and proofreading monthly newsletter

·         Organising office socials and improving office wellbeing and engagement

·         Acting as the link between staff and managers where needed to improve communications and ensure a happy work force.

·         Keeping the ERE Property core values at the centre of all communications and promoting a positive environment

Overall Objective

Organise and supervise all the administrative activities that facilitate the smooth running of an

office, while maintaining a pleasant work environment and promoting the ERE Values, managing the office budget to ensure all spend is accounted for and signed off. You will also be responsible for the filing system, reporting any issues to management and keeping accurate and complete records of all essential company documents.

Reporting to

Claire Lowcock – Commercial Director

Additional Skills

ü  Strong effective communicator in writing, business presentations and in interpersonal communication.

ü  Highly independent with a flexible attitude and willingness to commit the time required to get the job done.

ü  Excellent Interpersonal skills both verbally and in writing

ü  Excellent attention to detail

ü  Advanced knowledge of Microsoft Office applications, Outlook, Word, PowerPoint and Excel

ü  Demonstrate an understanding of the priorities with the minimum of guidance and be proactive to ensure the efficient running of the office.

ü  High levels of integrity and discretion and can demonstrate a high degree of confidentiality

ü  Good working knowledge of Microsoft Office including excel and associated software

ü  The aptitude to work efficiently, enthusiastically in a proactive forward-thinking manner, using organisational, managing, and prioritising skills is essential.

ü  You should be able to work well under pressure using your own initiative

ü  Strong leadership skills,

ü  Have effective time management, prioritisation & delegation skills

Measures of Success KPI’s

·         The Office and all equipment running smoothly and operational

·         All Filing correct and easy to access

·         Supplies, stationery, and welfare needs all taken care off and

·         Staff reporting all chased up and recorded weekly

·         Supporting directors with all operational tasks required

Reports Required

Weekly by 3pm Wednesday

·         Email Activity Report

·         Usage activity report

Monthly by end of the month

·         Office Spend Reports

·         Email Activity Report

Quarterly

·         Office equipment report or any issues

·         Any renewals coming up

·         Plans for the next quarter

More Details
Employment Type: Full Time
Location: Leeds , West Yorkshire , United Kingdom
Experience Required: Mid-Senior Level
Date Published: 21 Sep 2022
Share Job Opening