The role

An Office Manager for our Haslemere Regional Agency team, the candidate will be an excellent team player with solid organisational and communication skills, both verbal and written. They will demonstrate the ability to work under pressure, a willingness to learn and an excellent telephone manner.

The candidate will have previous experience of working in a fast-paced environment and be able to provide a high level of service to clients. Self-motivated with the ability to demonstrate reliability and flexibility is essential, as well as being comfortable and capable of working as part of a team.  This is a full-time role (including some Saturdays) which involves supporting the sales team and includes day-to-day contact with our clients and potential buyers.

Responsibilities

•    Reception duties, including answering calls, emails and greeting clients

•    Process invoices for purchase order numbers on internal software

•    Manage the file archive storage and records

•    Manage health and safety as well as fire regulations within the office

•    Order and upkeep general office supplies and stationery

•    IT Super User – responsible for communicating with IT regarding issues/updates

•    Work closely with the handy man regarding general property and garden maintenance

•    Report any building repairs or faults to the facilities team 

•    Manage the KYC and anti-money laundering processes as required by the Group, liaising with the internal on-boarding and compliance teams where necessary. 

•    Assist with invoicing and debt collection ensuring that invoices are paid in a timely manner and debt is kept to a minimum. 

•    Prepare and display property brochures

•    Keep window cards and office systems up-to-date

•    Liaise with potential buyers and arranging viewings/managing diaries

•    Maintain client files and the Residential client database

•    Where required establish and maintain trusted relationships with our clients to facilitate and accelerate the on-boarding processes.

•    Implement strategies for continuous improvement of business processes and increased efficiency 

•    Any other ad-hoc administrative duties as required by the team. 

Person specification

Essential experience

•    Ideally will have previous experience in a similar role

•    Takes a proactive approach to administration, ensuring that where possible, efficiencies in processes are made. 

•    Good communication skills – both verbal and written

•    Prior experience undertaking KYC/AML 

•    Ability to establish and maintain effective working relationships with colleagues at all levels

•    Exceptional organisational and co-ordination skills

•    Professional telephone manner

•    IT literate, Microsoft Office – Word (Intermediate), Excel (Basic), PowerPoint (Basic), Outlook (Advanced)

•    Ability to prioritise and perform under pressure

•    Positive attitude, reliable and dependable

•    Accurate and exceptional attention to detail. 

•    Understands and appreciates the importance of using discretion when dealing with sensitive information. 

•    An interest in working real estate/estate agency environment.