Billing Administrator

You must have:

• Strong Excel skills to advanced level
• Excellent administration skills

Job Purpose:

To provide efficient administration support to the Real Estate team by helping them with the procedures and telephone coverage. Responsible mainly for ensuring bill payments are on time, correctly filed, and account checking for availability of funds.

Key Responsibilities:

• Provide administrative support for the team, plus telephone coverage including Private Banking customers.
• Provide accurate and efficient typing support from written and recorded material, utilising Microsoft Office to ensure the layout and appearance meet corporate standards, maintaining confidentiality at all times.
• Support the Real Estate Team in the delivery of corporate/strategic objectives and administration tasks, including diary management, preparation and co-ordination for meetings.
• Prepare bill payments, filing, and clients' account balance checking.
• Sort and distribute mail accordingly throughout the department.
• Co-ordinate, prepare and record documentation for meetings, including drafting, typing, copying, collation and circulation of papers.
• Set up and maintain an efficient new manual filing system in support of the services covering purchases, sales and lease extensions, reviewing in order to meet changing demands in consultation for auditing purposes for the Assistant Manager and Administrative Support for the Department.
• Assist with the collation, storage and recording of archive documentation.
• Set up and maintain efficient and effective monitoring systems to ensure that copies are filed within the appropriate folder.
• Update and maintain electronic diaries for the Assistant Manager and Real Estate Department using Microsoft Outlook.
• Share responsibility for covering reception as and when required by the Private Banking and Real Estate Department.
• Share responsibility for providing support within the remit of the Administrative Support Team under the direction of the Assistant Manager for the Real Estate Department.
• Plan, organise and prioritise own 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 any 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 people’s expectations.
• Be responsible as part of the team for providing excellent customer service and assist with putting matters and issues right when the service fails.

Communication – Real Estate Department:

• Ensure staff attendance and daily appointments are kept updated and any changes are communicated to the team.
• Act as a point of contact for Utility Providers, Porters and any other service providers in relation 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 if required.