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Job Details:
Company name : Roc Recruitment
Position Name : Team Secretary
Location: Greater London
Job ID : 8e9832e9051824f1
Description : Business Support Coordinator, KENSINGTON
TypePermanent
My clients are looking to hire a Business Support Coordinator to join their kENSINGTON office and support the Cotswold and Home Counties Team with diary management, typing, client liaison, general secretarial support, compliance and property data system management. The role will also involve close work with our other country offices.
Someone who has an interest in marketing and social media would also suit this role.
PA Duties:
Diary management – Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues
Email management
Document preparation
Audio/Copy typing letters, memos, minutes, schedules
Filing/archiving, photocopying and confidential waste disposal
Organisation of meetings and viewings
Client management and compliance
Deal with clients visiting the office in a polite, helpful and confident manner
Attendance of and full and accurate minute taking at Office Meetings
Assist with TBS Social Media
Office Administration:
Work alongside the Office Manager and cover her duties in her absence.
Typing of all correspondence: emails, reports, letters, minutes etc…
Audio: reports, correspondence, memos, minutes
Prepare reports, agendas and papers for meetings
Preparing presentations using PowerPoint.
Pitching documents – assist in drafting and collating pitching material.
Update and maintain Property and Contacts Database (HUB) on a regular basis
Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up to date filing system
Archiving
Professional Standards
Financial
Administrating all expense claims
Responsible for ensuring files adhere to audit regulations.
General Team Responsibilities:
Assist the Office Manager in any ad-hoc requests.
Intercept incoming telephone calls and emails regularly. Make full and accurate notes of all conversations/ telephone messages and ensure that they are actioned or passed on without unnecessary delay.
Acting as an ambassador for TBS at all times and carrying out all personal assistant duties in a discreet, diplomatic and efficient manner
Be aware of team attendance i.e. know where everyone is
Maintain correct contact information on People Search for the department
Systems & IT competence
Word (Advanced)
Mail Merge proficient
Excel
PowerPoint
Outlook
Audio – 60wpm+
Qualifications/Education Required.
3- 5 years+ experience in a similar secretarial role
Ability to communicate with others in a professional and helpful manner both face to face and on the telephone
Understand Social Media
Ability to command authority
Flexibility, adaptability and a co-operative attitude
Calm under pressure
Able to multi-task and prioritise workload
Good English grammar and spelling
Dedicated and loyal
Diligent and efficient
Punctual
Hardworking
Attention to detail
Able to take initiative and be pro-active.
Self-motivated
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