Purpose of the Role

To provide clerical, administrative and reception support to the Estate Management Team. They will act as an ambassador for the business & Elephant Park whether face to face, in writing, or by telephone to residents of the commercial units, leaseholders’ estate, residential occupiers, visitors and contractors at all times.

Key Responsibilities

• Clerical and administrative support to the Estate Operations team.
• Manage the existing helpdesk and take part in future tendering and drafting of residents’ portal apps.
• Co-manage the Elephant Park helpdesk email account with the Estate Manager, Portfolio Manager and Director of Estate.
• Attend and minute meetings as required under formal instruction from the Director of Estate.
• Format all Estate reports and presentations where required in line with brand guidelines, along with preparation for client audits.
• Manage a tracker, and raise purchase orders and process invoices for the above and other items for the Estate.
• Maintain the occupier key contacts database.
• Make temporary Estate signage as required.
• Support the Estate team with ad hoc projects as required.
• Own templates and roll out SOPs, etc.
• Ensure archiving of documents is in line with the Estate document management process, including assisting the Director of Estate with ongoing document control.
• Collate all information required for monthly and quarterly report writing.
• Be involved with continual improvement, working alongside the Director of Estate, including ongoing systems, incentives, etc.
• Raise site POs and annual contract orders.
• Oversee site trackers as per the directive of the Estate Director, to include the annual key date planner.
• All other site-based finance functions.
• Oversee booking of the Pavilion & Tree House.
• Assist the Estate Director, Portfolio Manager and Estate Manager with site events.
• Oversee Budget vs Actual and finance reporting functions.
• Other general office duties as directed.