Administration Assistant

My client is looking for an experienced Administrator and Partners' Assistant to provide efficient and compliant property administration support across the business, ensuring instructions, files, and listings are correctly set up and maintained, while coordinating and delivering marketing activity (digital, social, and print) to promote properties and the brand, supporting branch performance and client service standards. Key responsibilities :
1) Property administration & operational support Maintain accurate property records and spreadsheets; ensure property files are created, updated, and managed in line with internal processes and compliance requirements. Produce valuation letters using dictations from valuers and maintain supporting documentation. Support diary preparation for weekend staff and attend scheduled morning meetings (Mondays and Fridays). Keep office window displays updated weekly and ensure branch marketing materials (e.g., brochures, viewing checklists) are kept stocked and current.

Provide bi-weekly internal marketing updates to the business.
2) Compliance & risk (AML and file governance) Conduct AML checks for vendors, buyers, and landlords using approved systems and ensure valid  obtained and recorded. Escalate any AML concerns promptly to the MLRO and maintain appropriate audit trails. Follow the new instruction checklist to ensure property file setup remains compliant throughout the lifecycle of a listing.
3) Property marketing, listings & portal management Create and update property brochures for manager/client approval and for marketing use. Implement price changes promptly and update all collateral accordingly (brochures, window cards, etc.). Manage property status changes (withdrawals, cancellations, sales notifications) and issue relevant letters/notifications to all parties when required. Publish and manage listings across portals; liaise with portal support (e.g., Rightmove) where necessary.

Rotate and maintain property “main shots” on the property management system as needed to keep listings fresh and consistent.
4) Partners' Assistant support & business coordination Provide day-to-day administrative and organisational support to the Partners, helping them manage priorities, follow-ups and business actions. Coordinate Partner and branch manager meetings, including agendas, presentations, supporting papers, action notes and follow-up tracking. Assist with business projects and initiatives led by the Partners, gathering information and coordinating input from colleagues and external contacts.

Handle confidential and commercially sensitive information with discretion and maintain clear records of agreed actions. Liaise with external partners/suppliers (e.g., The Guild, Acaboom) to support property marketing and business needs. Coordinate with the website developer to manage website updates and changes when required. Liaise with SEO partner (e.g., Geo Cale), participate in regular reviews, and provide requested information to support SEO performance.

Prepare presentations for quarterly partner/branch manager meetings and support wider initiatives as required.
5) Marketing support: social media & content production Create a range of brand-aligned content (property, community, lifestyle, and business updates) using tools such as Canva/Cap Cut and in line with brand guidelines. Schedule and publish content across Linked In, Facebook, Instagram, Tik Tok using scheduling tools (e.g., Hootsuite). Maintain a professional and active social presence, including timely message/comment responses and proactive community engagement with local businesses.

Coordinate with photographers to produce property tours and video content. Monitor and respond (as appropriate) to…