Secretary
Otley
£25,500


Fantastic opportunity for an experienced Secretary to work for a prestigious property agent in Otley.

You will be responsible for providing assistance to the survey team to ensure property reports are compiled in a timely manner by, accurately typing survey reports, scheduling appointments on behalf of our surveyor, gathering information on the property and logging accurate information onto our property management system called Reapit.

You will provide vital finance admin support ensuring invoices are drafted and sent to the clients on time. You will also provide vital administrative support to the complaints handling function, ensuring all complaints received are recorded and processed in line with Company policy and as overseen by Senior Management Team.

Key responsibilities:

• Accurate typing and interpretation of written notes and audio recordings relating to Survey reports (at least 90% of your role will be audio typing)
• Create appointments for our Surveyor.
• Assist drafting reports by gathering information on the property, completing comparable from electronic record.
• Scan survey reports and upload onto Reapit or Quest.
• Drafting of invoices using ‘Quest’.
• Send out terms and conditions to clients and ensure signed copies are received and logged prior to instructing surveyor.
• Send reports to client by post or email in a timely manner.
• Collect post from sorting office and upload any relevant documentation onto database, updating client files as appropriate.
• Liaise with surveyors on a regular basis to ensure client data base is up to date and notify team of any outstanding reports.
• Manage and monitor survey referral process.
• Provide administrative support to the complaints handling function, ensuring all complaints are logged, initial response letter sent and file compiled.
• Regularly cleanse files in order to ensure effective archiving.
• Processing and responding to telephone and email enquiries within a timely manner, signposting to the relevant people where required.
• You are expected to adhere to the Company Standards of Service.
• Carry out any other reasonable duties required by the business.

Skills:

• Ability to manage own workload and prioritise tasks
• Strong desire to satisfy customer needs and achieve results
• Good communication skills
• Conscientious, hard-working and self-disciplined
• Ability to work to deadlines/targets for self and others
• Works effectively and calmly under pressure
• Ability to work on own initiative
• Active team player

Essential

• Highly articulate and with a clear telephone manner
• RSA typing skills or equivalent
• Excellent customer service ethic
• Excellent IT skills – with a good knowledge of Microsoft Office Programs
• Ability to multi task
• Highly self-motivated