Administrative Assistant

02 Jun 2021
24 Jun 2021
Contract Type
Full Time
Administrative Assistant
Temporary - Full-time (35 hours)
3 Months
Working from home

Our Public Sector client in Inverness has an immediate requirement for an Administrative Assistant to join their team for 3 months. The role will be home based but expected to travel into Inverness office as and when required to collect necessary files etc. This is a full time position working Monday to Friday 9am - 5pm.

As an Administrative Assistant you will support the commercial property team. The job will focus on calculating rent owed by commercial property tenants, contacting tenants to arrange repayment plans and liaising with finance to arrange collection. The suitable candidate will preferably have finance and commercial property knowledge.

Key Duties & Responsibilities:
Provide support for the day-to-day business of the client section.
Ensure that rental is collected timeously and accurately in respect of a large number of commercial properties. The section is responsible for the collection of a substantial rental figure annually and required to ensure that income targets from rents are achieved.
Assist with the sale of surplus property or the acquisition of property as required.
The post will be responsible for marketing and advertising of commercial properties, with a good knowledge of property terminology.
Good IT skills, ability to prepare marketing particulars as well as updating websites and placing adverts in the media.
Strong communication skills and the ability to deal with irate or frustrated tenants or customers and advise tenants on property and specific lease terms.
Manage tenant request such as assignations and sub-lets.
Manage enquiries for surplus properties and assisting with property sales.
Liaise with Local Members and seek appropriate approvals for property transactions.
Liaise with Solicitors to ensure all transactions are possessed timeously.
To be responsible for administering and updating databases, including creating, updating and amending records for a range of property.
Ensure that due rents are collected on time in accordance with budgetary income and tenants comply with lease terms.
Deal with a wide range of property enquiries.
Other Duties

The successful candidate may be required to perform duties appropriate to the post other than those specified in the job description. The particular duties and responsibilities attached to the post may also be varied without changing the general character of the duties or the level of responsibility entailed. Such variations would not themselves justify a reconsideration of the grading. As a result of such variations, it may be necessary to update this job specification from time to time.

Essential Attributes:

In order to be able to carry out the duties of this post effectively and safely, candidates will be able to provide evidence of the following:
A high level of administrative experience of supporting a team of professional staff.
Proficient in MS Outlook, Publisher, Word and Excel.
Experience of using databases to maintain management/property performance information.
Ability to maintain accurate and up to date records including live statutory property information.
Ability to use initiative within the scope of the job duties to solve problems or to ensure that essential tasks are completed on time.
Ability to communicate effectively with all levels of customers (internal and external) in a professional and courteous manner.
Ability to work constructively with colleagues and staff from other Services to ensure that work is completed on time.
Ability to work as part of a team.
Ability to organise own workload; work under pressure and to deadlines.
Ability to clearly and effectively communicate instructions and requests.
Ideal Attributes:
Experience with property and rent collection.
Experience in marketing and letting commercial property.
Experience of using Integra financial system.
Experience in a property management environment.
To be considered for this role, please apply online now with your up to date CV

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