Vacancies in North Oxfordshire, North Cotswolds, Warwickshire

PA TO DIRECTOR REQUIRED

An exciting opportunity has arisen in our award winning family run business & we are looking for an exceptional individual to join our team in office near Moreton In Marsh as PA to Director / Office Coordinator.

Do you love property? Are you obsessed with admin? Do you have an eye for detail? Do you have systematic approach? Do you have Exceptional Organisational Skills? Can you handle environment where two days are not same? Would you love to be a part of a small dynamic team and to grow with the business? Do you love dogs?

If you answered yes, then this role could be for you as we are currently recruiting for PA to our Managing Director who will also manage day to day running of our office.

Role Overview:

Part time: 30 hours / week.

We are looking for a highly driven, self-motivated and dynamic individual who has previous PA or office management experience. We need someone who is bright, resilient and confident in order to deliver a high standard of service to our clients and perform daily tasks efficiently. A background in the residential sales or lettings would be very desirable yet it is not requirement.

The successful candidate will be supporting the Director with the daily running of our business as well as managing personal diary. You will be dealing with the intense pressure of organising. Distinct Property Consultants endeavour to offer our clients a premium service with responsive and efficient communication. Our business requires all team members to have a 'can do' attitude to meet the specific demands of our clients.

The right candidate will be able to foresee potential problems before they arise and facilitate solutions in order to save time and money. A flexible attitude towards working hours will help in this role. You will need to support the boss who is committed, demanding and driven to succeed. You must be able to take her instruction and follow specific details accurately. As we are a growing company, there will be opportunity create your own unique role within the business depending on your skill set.

You will need to be highly proficient in all general office skills including IT skills (full experience of Microsoft Word, Excel, Powerpoint and work with CRMs is essential) and other PA skills. You must be fluent in English and have excellent English written communication skills.

You will be required to work Monday to Friday 9.00am - 15.00pm.

Principal Areas Of Responsibility:

Filing and file maintenance - electronic + physical, for office + director's personal files
Telephone answering, processing enquiries, booking appointments
Managing Director's emails and post
Director's and team's diary management.
Organising Director's work and personal diary
Sales progression - preparing memorandum of sale, follow up with buyers, vendors, solicitors until completion. Tracking system in place.
Communicating with solicitors, mortgage brokers and vendors to ensure swift completions.
Creating listings including liaising with graphic designers, photographers, videographers, floorplan, EPC contractors etc
Contracts - preparing contracts, reviewing, checking contracts as required (it may include checking tenancy agreements prepared by lettings team)
Preparing and reviewing marketing materials and marketing packs. Ensure full set of brochures, marketing materials are set up and maintained for the smooth running of the business
Marketing - managing Director's and Company's social media channels, posting blogs, uploading and posting videos. Managing direct marketing campaigns, sending letters, mailshots, updating databases (Infusionsoft, Acquaint)
Office management - ensure office supplies are always stocked and purchased at the most competitive price. Ensure all business insurances, etc are monitored and actioned
Update Health and safety policies as and when required
Writing processes and updating policies and procedures
Managing and coordinating staff timesheets, rotas, sick days, sickness monitoring, liaise with HR, bookkeeper, payroll department, accountant
Print off valuation data for properties to aid Director's valuations
Record, track and report KPI's
Notes taking and preparing minutes from meetings
Getting property keys cut and posting to relevant people
Make Director's family personal and business appointments - to include;business contacts, networking events, substitutes, dentist, doctors, dog grooming, vet,etc + take Director's friendly dog for lunch walks - we need a PA who loves dogs in particular Labradors!

Expectations, Performance and Development:

We will set targets and work to 90 day plans for each quarter of the year.
We will carry out monthly review meetings with you to assist with your progress.
We will determine what a 'great' result looks like so that we recognise it when we see it.
We will agree a set of performance indicators which will form the basis of regular reviews.
We will have training sessions to assist your personal development.
We will have a personal development review session every 6 months.

Our culture:

We are passionate about helping people, especially our clients. Our passion for this business and what it is achieving comes from the basis of strong ethical values. We believe that providing safe homes enhances people's lives and if we look after our tenants, they will look after our clients properties. We believe in fair, win-win situations.

Our mission:

Is to be the best we can be in order to help our clients to achieve financial freedom through property. We will do that by helping our clients to find right investment opportunities, let and manage their portfolios as well as sell their homes or investments.

Good is not good enough for us. We always strive for Excellence!

What We Require From You:

Methodical approach and attention to detail essential
Ability to work flexibly in a fast-paced environment
Confident, customer-focused approach
The ability to work independently is essential but a strong team ethic is required
Excellent communication skills including written and spoken English
Excellent IT skills ( use of Word, Excel, PowerPoint, CRM)
Love for dogs essential