Commercial Property Assistant

COMMERCIAL PROPERTY ASSISTANT

PORTSMOUTH

UP TO £25,000

Main purpose of job

• To provide cost effective administrative support and assistance to a commercial property fee earner. The position is based at my clients Portsmouth office.

Key responsibilities and duties

 General:

1. Ensure the confidentiality of all documentation and information belonging either to the Company or to its clients.

 Duties and tasks:

1. Prepare correspondence and documents through audio-typing and word processing, accurately showing attention to detail.
2. Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
3. Prepare mail and enclosures / emails and attachments for dispatch, including Reports on Title.
4. Prepare and submit Stamp Duty Land Tax Returns at the completion of a transaction.
5. Prepare and submit a wide variety of applications to HM Land Registry and deal with any requisitions that are returned.
6. Arrange for property searches (including utility searches) to be commissioned via Searchflow.
7. Arrange for all copying and scanning to be done, in person if the office assistant is not available to undertake the task.
8. Make appointments, arrange meetings and maintain an up to date diary for the commercial conveyancing fee earner.
9. Prepare conference rooms for meetings as required and for the tidying and clearance of the room at the end of the meeting as required..
10. Attend and produce minutes for the monthly team meetings.
11. Take new departmental client enquiries over the telephone and in person, to include getting the relevant information to enable the enquiry to be efficiently routed to the correct fee-earner.
12. Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the Company’s standards for client care.

Person specification – experience and attributes required

• Two years relevant experience (ideally)
• Competent with Microsoft Word and Excel
• A spirit of co-operation and a positive ‘can do’ attitude.
• Excellent English verbal and written communication skills are essential, including the ability to relate to people at all levels.
• Good at spelling and grammar.
• Ability to effectively prioritise, excellent organisation and administrative ability.
• Ability to use initiative and to work well under pressure / to deadlines.
• Good team player.
• Professional telephone manner and the ability to take messages effectively and efficiently.
• Ability to multi-task.
• Personable, but professional.
• The flexibility to work outside normal office hours may be required from time-to-time.

IF YOU ARE INTERESTED IN THIS POSITION PLEASE SUBMIT YOUR CV TO TANYA BROWN AT BROWNS RECRUITMENT GROUP AS DIRECTED.