CONNECTIONS EMPLOYMENT AGENCY

Responsibility

• full time, office based in Manchester
• mon – Fri 08.30-5.00pm
• parking available
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• always maintain a high level of confidentiality, using discretion and judgement, act as an extension and representative of your executive/s
• provide full PA support for CEO and Executive team
• to deliver a first class and professional service in a cost-effective and timely manner
• the position will be based in our Halesowen office forming part of our team providing great customer service to our customers
• extensive diary management to include meetings, lunches, and travel
• manage project work from start to finish
• engage with contractors, ensuring continuity where existing service contractors are to be retained
• attention to detail will also be important with the successful candidate working on quotations, invoices and booking surveys
• acting as the primary point of contact for all enquiries, managing customer enquiries, complaints and team schedules
• duties & Responsibilities
• prepare completion summaries
• management of Company cars – including the administration
• tender services and set up new service contracts, as required
• manage and operate holidays, purchase order process and the company timesheet portal
• customer Service
• submit expense claims for executive team and senior managers
• to be responsible for providing full administrative support to the Property Operations Manager in a busy and fast-moving Residential Property Management environment
• manage client portals, regularly updating and ensuring accurate
• dealing with Web Enquiries, Telephone Enquiries, Live Chat Enquiries
• when required, interim administration of Go live, onboarded portfolio to assist seamless handover to the allocated property management team
• this will include administrative support and compliance, in addition to estates duties, including liaison/communication duties with clients, contractors and other relevant parties
• booking Sales Appointments
• event planning both within and outside the UK
• increasing efficiency and communications with clients, but also internally between colleagues
• connection Recruitment is working in partnership with a specialist FM provider to identify a Team Administrator to join their team in Pontypridd
• manage all aspects of general office management
• quote Production
• work with the Estates Operations Manager and the Go Live team to assist with the efficient and timely onboarding of new management instructions
• the Team Administrator will act as a key member of the operational support team, supporting the company's south region service delivery teams
• dealing with our customers via our web enquiries, web chat and telephone will be a key part of the role, excellent communication skills are essential
• taking Bookings and explaining our Insurances and Waivers
• meeting clients of the office and ensuring there are refreshments for them
• managing administrative processes from job enquiry to scheduling and accurate invoicing. Providing administrative support; maintenance of files, managing hotel bookings and updating job completions notes
• maintain accurate information on income generated and tenancy agreements, updating spread sheets and raising PO's
• liaising with the customer throughout the moving process
• ensuring that all paperwork is in place for European and International moves
• to undertake any other duties that may reasonably be required
• producing and updating weekly and monthly reports, identifying performance against agreed facilities targets and budgets
• working with the Finance team to ensure accurate monthly leasing invoicing of tenants
• invoice Production
• assist with administering BSF applications on behalf of clients
• the Reception and Facilities Coordinator role will provide administrative support to the Facilities/Health and Safety Manager, maintaining administration systems and acting as first point of contact for tenants and clients
• capture and input student/client data systems ensuring that data protection is adhered to
• ensuring all application documents are complete, correct and are processed in a timely way
• updating tenants’ files and informing the Facilities Manager when leases are due for renewal
• updating internal systems and controls to ensure the maintenance of accurate records
• gathering Customer Feedback Data
• to assist in maintaining accurate financial records for office related invoices and expenses claims

Requirements

• resilience and Enthusiasm
• A proven track record of delivering great customer service and administration skills, excellent communication skills through e-mail, phone and in person
• strong attention to detail
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• strong systems experience, including customer portals, pro-active, with a continuous improvement mindset and attention to detail
• desire to take ownership of issues and to bring them to a conclusion
• versatility and the ability to adapt quickly to changing roles
• excellent communication skills, both written and verbal
• ability to work on own initiative as well as part of a team
• ability to prioritise workload to give maximum productivity
• knowledge of property management, service charges, health and safety, personal safety desirable
• excellent customer service skills with an open and approachable attitude and a willingness to build a rapport with clients, contractors, and other departments
• strong IT skills - MS Office suite and internal computer systems to devises

Benefits

• laptop

Earnings for position administrator

Responsibility

• prepare and manage correspondence, reports and documents as required using the Firm’s Leap Case Management system
• request searches utilising the Infotrack System and arrange insurances as required
• prepare post completion documentation and correspondence to and from HMLR and HMRC re SDLT including answering requisitions
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• handle incoming mail and other material
• maintain filing systems
• communicate verbally and in writing to answer inquiries and provide information
• liaise with internal and external contacts
• coordinate the flow of information both internally and externally
• to fully embrace the firms policy on Equality and Diversity
• to provide personal secretarial support to the Property and Secured Lending Team, Commercial Property Team and the firm in general as required through the delivery of secretarial duties and activities including receiving and handling confidential information
• support the team by carrying out all secretarial tasks and help, when necessary, with all administrative tasks

Requirements

• excellent verbal and written communication skills
• excellent Audio Typing skills
• attention to detail
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• excellent planning and organizational skills
• good time management
• interpersonal skills
• ability to use initiative
• be a team player
• reliability and flexibility

Earnings for position legal secretary

Responsibility

• bank reconciliations, investigation of queries, posting payments and receipts
• preparing bank payments to suppliers, payroll, expenses, VAT, etc
• daily Banking, filing and handling general offices duties
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• collation/analysis/posting of company debit and credit card transactions
• assist with the preparation of VAT returns
• preparing schedules, statements, and reports as requested
• management of purchase ledgers, processing all supplier invoices, obtaining approval, preparing monthly and ad hoc payment runs, liaising with suppliers on queries
• this is a really interesting role whereby the Finance Office Administrator will support a sales team and be responsible for all finance administration alongside general office duties
• managing and filing relevant documentation
• management of sales ledgers: raising invoices/credit notes, chasing debtors, liaising with customers on queries
• with many suppliers and customers, the main part of role is ensuring the purchase ledger and sales ledger accounts are kept up to date, to ensure all supplier payments are made within terms, allocating and producing remittances, purchase invoice entry with accurate VAT and correct nominal ledger allocations, to monitor supplier credit limits and to deal with all queries on supplier accounts
• improving existing processes
• processing staff expense claims, processing Director’s Xero expense claims, liaising with the Director to capture and process all other expenses to be claimed
• manage and update the weekly stock report
• analyse monthly web sales and post revenue
• daily reconciliation and updating of accounts. Requesting drawdowns of funds as required
• preparation of the retrospective monthly cash flow workings
• collating, preparing, and requesting trade finance with the bank
• responsibility for the credit control process and management of bad or overdue debts
• handling refunds and returns
• monitoring of trade finance log versus company limits and reconciling accounts on Xero
• liaise with internal departments
• website assistance

Requirements

• working knowledge of Xero or similar accounting packages
• possess relevant NVQ/SVQ qualifications or specialist qualifications such as AAT, or qualified by experience
• strong bookkeeping and numerical skills and previous experience in a similar role
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• ability to work quickly, accurately, and to deadlines, using a logical and methodical approach
• excellent communications skills, including relationship-building with Individuals inside and outside the business
• to be honest, discreet, and trustworthy

Earnings for position finance administrator

Responsibility

• incredible attention to detail
• data input and ensuring a high degree of accuracy
• inputting data in to the system and in the correct places
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• good administration skills
• ability to muilti-task and work in a fast-paced environment
• communicate effectively via telephone, email and letter
• management of diarys
• genera office duties, Such as filing,photocopying and copytyping
• identify and suggest areas of improvement
• support monthly billing cycle but provide support to the Revenue team when required
• maintain and update information held on a database or manually
• collecting card payments and regularly checking the banking for new payments, marking manually
• carrying out investigations and collating data in line with agreed procedures to the agreed quality level

Requirements

• logical, and organized mindset and good with numbers
• excellent attention to detail
• the ability to work to daily/weekly/monthly deadlines
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• experience using Xero or Stripe Billing would be advantageous but not essential

Earnings for position temporary administrator

Responsibility

• to report to the first line manager any information received and of interest in relation to the market, competitor activity or changes in customers’ requirements
• to carry out any other duties commensurate with the post as required
• carry out any other duties commensurate with the post as required
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• to report to the first line manager any information received from customers in relation to the market, competitor activity or changes in customers’ requirements
• as a first point of contact for delivering exceptional customer service via telephone, email, EDI and all other customer touch points
• the first point of contact for delivering exceptional customer service through phone calls, emails, social network and all other customer touch points
• manage customer queries, arising from any orders placed with or stock availability queries, draw on the supporting teams and work to build preventative solutions whenever possible

Requirements

• NVQ Level 2 or above in Customer Service and Sales or equivalent
• must have SAP skills and experience in a customer service role
• telesales or direct sales
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• experience in internal and external direct sales background
• worked to and or exceeded KPI / Customer Service targets
• worked to and or exceeded sales targets
• experience in a healthcare environment
• experience in a Health care environment
• due to the nature of our business and contacts we have, you will need to be fluent in French/English - both written and spoken
• we will not compromise on the languages skills, as aside from some vocabulary specific to our industry, we need the candidate to liaise clearly and efficiently in both French and English from the start date

Earnings for position customer service