Receptionist, Administrative​/Clerical

Birmingham

Exciting opportunity with a property management company who are looking for a receptionist to provide an efficient and courteous service facilitating good communications for staff and for visitors. To provide support to the Area office in terms of typing and other administrative tasks.

• Answer and direct all incoming calls courteously, efficiently, and with the minimum of delay.
• Retrieve messages/emails from the  email address each day on arrival and distribute to appropriate staff to action.
• Take messages from any staff member reporting sickness absence (in Managers absence) and complete sickness absence forms and send to Area Manager.
• Assist other staff as necessary calling contractors or following up on enquiries.
• Take accurate messages for staff members who are not available for whatever reason and pass them on as appropriate and without undue delay.

• Deal with all visitors promptly and courteously, handling all enquiries in an efficient and pleasant manner.
• To be neat and tidy in presentation at all times and make tea/coffee for visitors if required.
• Diary staff in the office and on site visits and ensure contact numbers available.

• Carry out the typing of general correspondence as required.
• Typing and sending Budget letters, Contractor purchase orders, Section 20 notices, mail shots, and internal forms.
• Updating the trackers for both the Budgets and Section 20 notices to log what has been sent. Email Head Office with a memo, covering letter and copies of the stamped Section 20 notices.
• Sending out Insurance Letters and policies upon receipt from the Insurance dept to Leaseholders.
• Annually sending Fire Safety Letters to Leaseholders and Tenants.

• Open and date-receipt stamp all incoming mail and pass to the appropriate member of staff.
• Carry out general office filing and archiving of files.
• Update and maintain accurate records of keys held and booked out to contractors in the Area office.
• Monitor stocks of office stationery and consumables and to order replenishment's as required.
• Complete payroll spreadsheet logging holidays and sickness and send to Payroll each month.
• Carry out any reasonable tasks directed by the Area Manager and which are within the capabilities of the job holder.