JOB TITLE: Senior Administrative Coordinator
Our client are a firm of Chartered Surveyors & Planning Consultants, offering a comprehensive range of services tailored to meet the needs of their clients in various sectors. With expertise in planning consultancy and specialized legal services, They pride themselves on delivering exceptional service and expert advice to support their clients' goals.
The Senior Administrative Coordinator is a key support role responsible for overseeing and executing a variety of administrative tasks to ensure smooth and efficient operations within the department or organization. This position requires a highly organized, detail-oriented individual with exceptional communication skills and the ability to manage multiple priorities simultaneously. The Senior Administrative Coordinator will also play a crucial role in supporting executive staff, coordinating projects, and improving operational workflows.
Requirements
PRINCIPAL ACCOUNTABILITIES
- Adding clients and projects to the system
- Transferring data daily
- Carrying out conflict of interest checks
- Add suppliers details to the CRM
- Ensure insurances are in place for all suppliers and contractors
- Obtaining and chasing quotes for projects
- Updating project trackers for small and large projects
- Keeping TOB on file
- Email management of the Directors Inboxes
- Diary management - own, other employees & Directors
- Typing dictated/emailed/message correspondence
- Assistance with social media and website completion/management
- Invoicing, making payments, chasing outstanding invoices for payment by emails
- Answering the office phone daily
- Uploading planning documents for submission
- Chasing planning application validation and consultation responses
- Recording consultation responses to the Software system
- Saving documents on google drive/managing google drive
- Recording time on projects
- Liaising with contractors, suppliers and clients quotes, updates and case management
- To undertake any other duties in order to meet personal, team and company objectives following consultation. This will include other planning matters, professional rural property matters, personal matters (Directors only) and social media/website.
- Uploading of invoices to third party systems
- Drafting and sending of invoices
- Mail merge for ground rental properties
The successful Senior Administrator MUST have experience in a similar position and:
- Be a highly organised individual with the ability to take charge of office administrative work and their own workload.
- Be efficient and highly motivated.
- Be familiar with administration, processes and procedures.
- Be self-sufficient in the office environment.
- Have attention to detail and the ability to multitask.
- Pre-empt needs and come up with solutions.
- Possess excellent communication skills both verbal and written.
- Willingness to roll your sleeves up and help the team out wherever might be needed.
- Be highly computer literate with experience dealing with file management, project management and task management programs.
