Estate Secretary/PA - (Peterborough)

Job Type:
Permanent
Job Sector:
Admin, Secretarial
Region:
East Anglia
Location:
Peterborough
Salary Description:
Negotiable dependant on experience
Posted:
15/11/2018
Recruiter:
TheSmartList
Job Ref:
TSLJM1758

Estate Secretary/ PA

Elton, Cambridgeshire (Near Peterborough)

Negotiable dependant on experience

Job Role

This is a unique opportunity to join a busy family run business, assisting with the running of the Estate. The role is very diverse, encompassing a wide variety of tasks and responsibilities and will best suit someone with a flexible and pro-active approach.

We are looking for an energetic and cheerful person with a ‘can do’ attitude, excellent communication skills, and the ability to work as part of a team. The ability to work willingly to agreed schedules is essential.

It is essential that you have at least ten years in an administrative background and have proven commitment and loyalty.

You must have good Microsoft word and excel skills, as well as excellent organisational skills.
You must be trustworthy, honest and efficient, and able to work under pressure.
It is essential that you hold a full UK driving licence and are fluent in English and are a non-
smoker.
The position is full time and may require occasional evening and weekend work.

Salary and start date are negotiable.

Job responsibilities
 Provide a professional and confidential secretarial service for the estate including telephone calls, opening post, arranging appointments and meetings, filing, photocopying, word processing of correspondence, reports, publications and other documents as required.
 Ensure that the estate office is tidy and well presented at all times.
 Monitor office stationery levels, photocopying equipment and cleaning equipment, ensuring adequate stocks are maintained.
 Maintain a register of keys for all the let properties, the Hall and surrounding buildings.

 Respond to all maintenance requests from tenants. Inspect the property with Estate Maintenance Staff and arrange for either the in-house staff to carry out the repair or arrange for a contractor to quote and deal with the problem.
 Manage small renovation works. Getting estimates from contractors and working to an agreed budget, ensuring the work is finished on time.
 Ensure that all rent reviews are carried out in a timely and efficient way late February/early March.
 Establish and maintain procedures for regular annual grazing and allotment inspection and annual rent reviews late February/early March
 Ensure that an annual planned maintenance programme is carried out including external decorations in conjunction with the maintenance team and external decorators. Arranging quotes and monitor the work in accordance with agreed budget and time scales.
 Establish regular maintenance work programmes for the in-house maintenance team ensuring that all works are carried out in a timely and efficient manner.
 Maintain the Estates electronic property terrier ensuring it is accurate and up to date.
 Manage the property filing systems, and archiving.
 Prepare Letting particulars for vacant properties, including organising EPC’s if necessary.
 Handle all enquiries relating to properties and carry out viewings with prospective tenants.
 Handle applications from prospective tenants, taking references, making credit checks and negotiating new leases.
 Prepare all documentation associated with a new tenancy including the lease/agreement, standing order, deposit (handled by our agents) and inventory. At the same time check that the electrical certificate is up to date and that all smoke alarms/CO2 monitors are in working condition.
 Check in new tenants with the inventory. Make sure that they have signed both copies. We keep one and they keep the other.
 Ensure tenants are aware of their obligations and comply with them, based on regular property (including garden) inspections every six months. When you carry out these inspections, the inventory should be used as a base for how the property should be kept.
 At the end of the tenancy the property should be visited at least two weeks before the tenant leaves in case there are major issues to redress and again on the day of their departure. Check out the tenant using the inventory agreed at the start of the tenancy and agree the deposit to be repaid.

Click the button below to apply

Contact Details:
TheSmartList
Tel: 01733 427 182
Contact: John Martins
Email:

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