Professional Services Administrator

LOCATION: Hengrove BS14 Area
START DATE: ASAP
SALARY: £18,000 - £26,000 per annum
PERMANENT
WORKING HOURS: 37.5, Monday-Friday, 9.00am-5.30pm
Yate Office:
E: yateess-emp.co.uk
F:

Professional Services Administrator - Our client, an independent property consultancy firm, is seeking a Professional Services Administrator to support a small friendly team on a full time, permanent basis with the main duties of the role being welcoming and directing visitors, coordinating meetings and appointments and performing clerical tasks, like answering phones and responding to emails.

• Act as a first point of contact for incoming telephone calls, emails and visitors to the office, logging and responding to routine customer enquiries in a professional and timely manner.
• Accurately record customer maintenance issues and service concerns raised by customers, providing updates regarding reported repairs, contractor attendance and ongoing actions.
• Escalate complex matters or complaints to the relevant Property Manager where required.
• Assist with the preparation and issuance of resident communications, notices and general correspondence.
• Liaise with contractors to arrange attendance, obtain updates and monitor completion of works following up instructions in writing and maintain accurate records on company systems.
• Support the administration of recurring services such as cleaning, gardening and other contracts.
• Provide day-to-day administrative support to the Property Management team.
• Maintain accurate electronic records, including contractor instruction, correspondence and compliance documentation.
• Assist with document preparation, scanning, filing, mail merges and general office administration.
• Support the administration of insurance claims and related correspondence where required.
• Assist with updating databases, key registers and property records.
• Manage key control processes including issuing and signing keys in and out of the office.
• Assist in controlling visitor access to the office and maintaining a professional reception environment.
• Work collaboratively with Property Managers and other team members to support service delivery during periods of absence or high workload.
• Maintain confidentiality and handle sensitive information appropriately.
• Ensure all communication is professional, accurate and customer focused.
• Follow company procedures, health and safety requirements and data protection obligations.
• Participate in training and team meetings as required.
• Support continuous improvement in administrative processes and customer service standards.

• Minimum of Grade C in Maths & English GCSE is required.
• Proven experience in a related role such as Office Assistant, Receptionist or other relevant position.
• Knowledge of computer programs used in daily office administration functions such as word processors, spreadsheets and specialist office management tools.
• Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information.
• Experience in event planning.
• Strong attention to detail.
• Excellent organisational skills.
• Good communication and customer service skills.
• Ability to multi-task and prioritise tasks effectively.
• Methodical approach.
• Ability to work proactively and autonomously.
• Dependable.
• Adaptability and enthusiasm to work in a consultancy environment.
• Hardworking and can-do attitude towards your work.
• Motivation to develop yourself and drive to achieve professional accreditation.