Current Vacancies

Office Coordinator - Bath

Key Responsibilities:

 

General Administration

  • Purchasing of supplies i.e., milk, tea, cleaning materials etc
  • Sickness – record and monthly return
  • Coordinating Annual leave and keeping records
  • Coordinating Saturday rota and taking part
  • Health & safety
  • Work place risk assessments
  • New joiner’s induction
  • Fire alarm weekly check
  • First aid/accident reporting
  • Accident book
  • Visitor safety
  • Post in and out
  • Organising Cleaners & window cleaners
  • Organising other contractors as & when required i.e. maintenance issues (important H&S Contractor p/work to be completed)
  • Recycling/refuse collections
  • Maintenance of printers, telephone, franking machine etc
  • Stationery and print supplies
  • Office filing
  • Archiving
  • Mail shots
  • Answering incoming telephone calls, greeting visitors and generally providing office cover
  • Booking pitches via telephone and mailing out confirmation of appointment
  • Booking viewings and viewers feedback
  • Arranging meetings/meeting room bookings other offices
  • Organising staff events
  • Ordering mobile phones
  • I.T. issues i.e. desk changes, new equipment, maintenance etc
  • Ensuring smooth running of office i.e. installing and monitoring general office systems
  • Organising Christmas cards and mailing out
  • Organising client gifts on completion of sale i.e. champagne etc
  • Receiving and responding to emails – mostly internal departments
  • Point of contact for viewing staff – distribute payslips/timesheets/expenses
  • Generally all that does not fall into negotiator role and therefore into ‘office management’ i.e. contractors/suppliers
  • Organising internal staff meetings – booking venues/lunches etc
  • Diary management
  • Liaising with HR re staff vacancies / recruitment
  • New starter paperwork
  • Organising staff training where necessary
  • Booking training courses as required

Accounts Administration

  • Petty cash
  • Maintaining petty cash records
  • Reconciling cash in tin with petty cash return
  • Cashing cheque
  • Processing purchase invoices for payment
  • Raising marketing invoices and commission accounts
  • Keeping records of all purchase invoices and dealing with queries for payment from suppliers
  • Monitoring of disbursements
  • Writing back to profit or writing off when jobs are complete
  • Refunding to client on completion
  • Raising credit notes
  • Raising manual cheque requisitions
  • Liaising with the accounts department regarding any of the above as required

Property Administration

  • Helping to prepare text for sales brochures
  • Brochure design and production
  • Processing marketing invoices
  • Monitoring of compliance paperwork
  • Exchange paperwork i.e., fee invoices and letters etc
  • Mailing out ad hoc brochure requests

Marketing and PR

  • Print and digital advertising
  • Flyer production
  • Promotions, events, sponsorship
  • Marketing budget analysis and spending control

Candidate Profile:

  • Meticulous attention to detail.
  • An ability to multitask in a very busy environment.
  • Excellent organisational and time management skills.
  • Ability to learn new skills, working methods and be adaptable to change.
  • Experience in a public facing role with an excellent telephone manner.
  • Good team player but also able to work on their own and use their own initiative to generate own workloads.
  • Ability to work under pressure.
  • Well presented, polite, cheerful and professional.
  • Punctual, responsible and reliable.
  • Thorough working knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
  • Excellent verbal and written communication skills (including precise spelling and grammar).
  • Enthusiastic and committed.
  • Experience within estate agency preferred, but not essential.

Application Details:

Please apply via e-mail enclosing a CV and your current salary details to:

Luke Brady
Director - Head of Southern Residential Division
lbrady@savills.com

AND

Carly Foster
PA to Head of Southern Residential Division
cffoster@savills.com

Salary details available upon application, commensurate with experience and skills.

You are also invited to complete the following: Equal Opportunities Monitoring Information Form

The Company is an Equal Opportunities Employer. View our Equality and Diversity Policy.

RECRUITMENT AGENCIES NEED NOT APPLY 

 
 

Key contacts

Luke Brady

Luke Brady

Director – Head of
Bath Office and Southern Residential Division

Savills Bath

+44 (0) 1225 474 501

+44 (0) 1225 474 501

 

Carly Foster

Carly Foster

PA
Residential

Savills Bath

+44 (0) 1225 474 541

+44 (0) 1225 474 541