Terracotta Property
Operations Administrative Assistant
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Company Description
Terracotta Property is a young and innovative property consultancy founded by Chartered Surveyors with a strong passion for the built environment. Based next to Borough Market the company has in-depth knowledge of the London property market and provides tailored advice to a diverse client base. Terracotta Property focuses on delivering a personalised and professional service, combining market insight with a client-centric approach. Team members join a growing and collaborative environment where quality, innovation, and integrity are highly valued.
Role Description
Ensuring smooth communication and coordination among Surveyors & Valuers, Clients, and Senior Management. Responsible for managing administrative tasks that support our team and operations, while also playing a key role in maintaining and enhancing our digital presence. This position is ideal for someone who has a strong foundation in administrative support, and is ready to grow with the company.
Key Responsibilities
- Updating Excel and client folders with Instructions: Maintain and update spreadsheets, upload documents to the shared drive.
- Liaising with Valuers, Surveyors and Clients: Coordinate bookings and confirmation of inspections to external parties.
- Managing and Updating Diaries: Ensure that Surveyors' and Valuers’ schedules are up-to-date and well-organized.
- Track KPIs: Communicating to the teams the reports that are due the following day and keeping records of any delays.
- Phone Communication: Answer incoming calls, providing professional support and emailing phone messages to the team.
- Formatting Reports: Prepare and format reports ready to be sent to the Client.
- Ad-Hoc Tasks: Provide administrative tasks as assigned by Senior Management.
- Social Media Posts: Assist in creating and scheduling social media posts to enhance our online presence.
- Follow-Up on Queries: Ensure that all queries from Clients, Surveyors and Valuers are followed up promptly and effectively.
- Audit Readiness: Maintain well-organized folders and records to ensure readiness for audits.
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Proficiency Requirements
- Candidates must demonstrate proficiency in the following areas:
- Microsoft Word: Ability to create, format, and edit documents with consistency and clarity.
- Microsoft Excel: Strong skills in inputting data into Excel as well as having a keen eye for detail.
- Microsoft Outlook: Competence in managing emails, calendars, and scheduling tasks.
- Telephone Etiquette: Excellent phone manners, ensuring professional and courteous communication during calls.
- Social media experience within a business capacity
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Qualifications and Desired Skills
- Experience: A minimum of 2 years experience in an administrative or operations role.
- Experience of creating, posting, scheduling social media posts and tracking engagement on a variety of platforms.
- Organisational Skills: Strong ability to manage multiple tasks, maintain detailed records, and meet deadlines.
- Communication Skills: Excellent verbal and written communication skills, with the ability to liaise effectively with internal teams and external partners.
- Attention to Detail: High level of accuracy in managing data and preparing reports.
- Adaptability: Flexibility to work on a variety of tasks and adjust priorities as needed.
- Tech Savvy: Comfortable using digital tools and platforms, including social media management.
Work Arrangement
- 9am to 6pm, based 4 days a week in London Bridge. Friday WFH.
- Job Type: Permanent
- Pay: up to £30,000 per year, discretionary bonus, 25 days holiday
- Schedule: Monday to Friday
- Language: English (required)
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