Billing/Admin Coordinator (Permanent)

A Billing Administrator is required in London with a salary of £28k plus benefits. The ideal candidate must possess strong Excel skills at an advanced level and excellent administration skills.

Job Purpose: To provide efficient administration support to the Real Estate team by assisting with procedures and telephone coverage. The role is primarily responsible for ensuring bill payments are made on time, correctly filed, and checking account availability for funds.

Key Responsibilities:

• Provide administrative support for the team, including telephone coverage for Private Banking customers.
• Deliver accurate and efficient typing support from written and recorded material using Microsoft Office, ensuring compliance with corporate standards while maintaining confidentiality.
• Support the Real Estate Team in achieving corporate and strategic objectives, including diary management and meeting preparation and coordination.
• Prepare bill payments, filing, and client account balance checks.
• Sort and distribute mail throughout the department.
• Coordinate, prepare, and record documentation for meetings, including drafting, typing, copying, collation, and circulation of papers.
• Establish and maintain an efficient manual filing system for purchases, sales, and lease extensions, reviewing it to meet changing demands for auditing purposes.
• Assist with the collation, storage, and recording of archive documentation.
• Set up and maintain effective monitoring systems to ensure copies are filed appropriately.
• Update and maintain electronic diaries for the Assistant Manager and Real Estate Department using Microsoft Outlook.
• Share responsibility for covering reception as needed by the Private Banking and Real Estate Department.
• Provide support within the Administrative Support Team under the direction of the Assistant Manager for the Real Estate Department.
• Plan, organise, and prioritise workload to meet deadlines.
• Work within the scope of the Data Protection Act 1998.

Customer Service – Bill Payment Mandates Customers:

• Answer the telephone, record accurate messages, respond positively to problems and queries, and deal appropriately with visitors to the office.
• Ensure all internal and external customer interactions are met with a welcoming and professional manner, building rapport to ensure an excellent customer experience.
• Provide the highest levels of customer satisfaction by aiming to meet and exceed expectations.
• Be part of the team responsible for providing excellent customer service and assist in resolving issues when the service fails.

Communication – Real Estate Department:

• Keep staff attendance and daily appointments updated and communicate any changes to the team.
• Act as a point of contact for Utility Providers, Porters, and other service providers related to the work of the Real Estate Department.
• Liaise with utility providers on behalf of Bill Payment Mandate clients to the Real Estate Department.
• Maintain positive working relationships with direct colleagues, internal and external contacts, including Porters, Estate Managers, Utility Providers, and Contractors as required.