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Office Coordinator

Chancellors Group of Estate Agents Ltd

Bracknell, Berkshire

Published
03-01-2019
Contact
Chancellors Group of Estate Agents Ltd
Practical information
Published:
03-01-2019
Expires:
30-01-2019
Job id:
LJA-69287474
Job type:
Permanent
Full-time
Salary level
£23,000 - £23,000  per year
Job sector:
Office/Administration

This is a fantastic opportunity to join Chancellors Head Office in Bracknell as an Office Coordinator.

Previous administration experience is desirable. The ideal individual will have experience in using all Microsoft Office Packages as the role will entail data manipulation and creating graphs.

As an Office Co-ordinator, you will need to:

  • Act as a first point of contact for Head Office; responsible for phone answering and directing calls, visitor meet and greet, other reception duties such as organising regular refreshments/lunches etc
  • Sort and distribute incoming post and ensure outgoing post is sent daily
  • Manage and file petty cash reconciliation forms for Head Office
  • Regularly check stock in Head Office and place and process stationery orders
  • Communicate with office cleaners via a log book, raise issues and escalate where required. Monthly check required to check cleaning standards
  • Monitor own inbox and other allocated inboxes
  • Provide support to Directors and other Head Office staff as required
  • Manage archiving requests from branches and arrange collection/retrieval as required
  • Support the Executive Assistant in the creation of meeting packs for the Directors on a weekly basis
  • Authorise franking machine credit uploads, maintain accurate records to prevent overspend
  • Support the Executive Assistant in preparation for company events and award ceremonies
  • Support the Facilities manager in the organisation of branch supplies, company permits and lease matters
  • Be the floor health & safety representative and fire marshal

Reporting

  • Process monthly reports from our suppliers to analyse branch under/overspend and spot check prices
  • Produce a monthly report for the Executive Assistance to the Managing Director on completed tasks
  • Monitor supplier stock levels on an on-going basis to ensure they are within agreed levels at all times
  • Produce weekly and monthly business performance reports for distribution by the directors
  • Review incoming invoices/expense claims, gain approval from operational team prior to passing to accounts for payment. Investigate and resolve issues, adhering to agreed procedures and timescales.

Marketing Support

  • Co-ordinate account set up for new staff members with our Direct Mail Supplier
  • Run the company Achievers' Gallery, including the distribution of prizes
  • Maintain the company photo gallery, formatting photos to be compliant with the brand guidelines and uploading to the online Corporate Directory
  • Order boards for branches and chase up to ensure delivered within service standard
  • Maintain the Advertising Database, investigate and resolve queries and erroneous invoices
  • Manage the business card ordering system and process orders weekly

The ideal candidate will:

  • Good telephone manner, able to confidently liaise with a wide range of people in a professional manner
  • Excellent attention to detail; Able to spot trends and anomalies within data
  • Strong IT skills across MS Office packages including Word, Outlook, Excel, PowerPoint
  • Able to prioritise effectively and stay in control of a number of tasks at any one time
  • Highly flexible and adaptable with a proactive can do attitude; is willing to support directors with any operational need
  • Able to pick up tasks quickly and work with minimal supervision
  • Team attitude - prepared to be cross trained on tasks to assist whilst colleagues on annual leave
  • Proactive task list management to ensure that projects progress smoothly and efficiently
  • Anticipates needs, pre-empts problems and communicates with management in order to manage expectations on work load and delivery time
  • Can quickly build rapport and gain credibility from colleagues and suppliers alike
  • Have the initiative to flag issues, confidence to escalate accordingly and tenacity to monitor to ensure resolved within a suitable timeframe
  • Working knowledge of Photoshop beneficial, however training will be provided

Apply now

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Jobs from this employer

Chancellors Group of Estate Agents Ltd

Chancellors Group of Estate Agents Ltd

Chancellors Group of Estate Agents Ltd

Share this job

Contact
Chancellors Group of Estate Agents Ltd
Practical information
Published:
03-01-2019
Expires:
30-01-2019
Job id:
LJA-69287474
Job type:
Permanent
Full-time
Salary level
£23,000 - £23,000  per year
Job sector:
Office/Administration
Location
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