Operations Administrative Assistant in London

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.

Proficiency Requirements

• 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.

Qualifications and Desired Skills

• Experience: A minimum of 2 years experience in an administrative or operations role.
• Experience of social media: 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)

No recruiters please.