Birmingham office / office admin

Estates Assistant

Date posted: Thursday 5th November

Location: Jewellery Quarter

About us:

We are the Big Peg within the Jewellery Quarter. We house 150 tenants and we require an estates assistant to help run the building.

Job Summary:

To ensure day to day duties are performed to the highest standard, providing first class Customer Service to in-house customers, external visitors, telephone and website customers, service providers and visiting contractors to site.

Key responsibilities – Estates Assistant

Primarily to provide admin support the Buildings Manager, on a daily basis, and assist colleagues within the department with ad-hoc requests and special projects as and when they arise.
To organise meetings, take and prepare minutes at meetings as and when required.
To ensure all incoming post is dealt with to the agreed procedures.
To undertake general filing for the Buildings Manager, and maintain department filing systems/library.
To raise purchase orders, as and when required, process orders and assist with query reconciliation for Buildings Manager
To deal with routine departmental tasks, collating specified information such as sickness records, holiday charts, producing monthly reports of each for the attention of the Buildings Manager, highlighting any conflicts in advance, to enable adequate cover arrangements to be put in place.
To analyse weekly paid employee timesheets, producing relevant information and delivering direct to bookkeeper each Monday to enable payment of same.
To assist the Buildings Manager (or nominated others) with the recruitment and induction of new employees.
To assist the Buildings Manager obtaining quotes for materials, maintenance tasks, projects, identifying most costs effective companies and money saving opportunities.
To assist the Buildings Manager in obtaining best prices for maintenance and other site materials, by way of internet research, phone enquiries and other methods.
To assist the Buildings Manager with day to day management of on site maintenance team and service providers.
To cover, when appropriate the Reception.
Working with the Buildings Manager to ensure the most effective and efficient service is provided to tenants, visitors and colleagues.
To oversee the recording and resolution of utilities issues
To assist the Buildings Manager with ad-hoc duties and projects as and when required.

Key responsibilities – Customer Liaison representative – Big Peg

To undertake a pivotal role in establishing and maintaining excellent working relationships with all existing and incoming tenants to the Big Peg, by way of face to face meetings, telephone conversations, and correspondence, ensuring all tenants feel valued and part of the ethos of the organisation.
Undertake regular Customer Surveys, prepare summary of issues raised, together with action plan, engaging the assistance of the Buidlings Manager, for onward transmission to, and agreement by, Bennie Gray.
Ensure all tenants undertaking a Customer Survey are kept updated of progress made on points raised and advised when issues resolved. Re interview and assess customer satisfaction, feedback to relevant parties.
Using the feedback obtained in Customer Survey interviews, work closely with members of the Estates/Marketing team, suggesting ways of improving customer satisfaction. Meetings to be minuted and copies circulated to the Managers

Any other ad-hoc duties as requested by senior management

Key responsibilities – Events/Marketing Department – Big Peg

To assist with the organisation of external and internal events using the Big Peg spaces for hire, as and when required.
Liaise with internal and external customers hiring the external areas of the Estate, ensuring all online-shared diaries are up to date.
To assist with preparation of invoices, resolving payment queries and any other assistance required to ensure prompt financial resolution.

Equipment:
Use of IT packages, office applications, SAGE, e-mail, internet and in-house software.