Commercial Team Assistant in City of London

Fixed Term Contract for up to 2 years

Contract Type: Full time

Employment Type: Fixed Term Contract

Reporting Line: Portfolio Director

Salary: Up to £35,000 depending on experience

Hours: 36.25 per week, Monday to Friday

The Estate aims to operate to high standards of equity, diversity, and inclusion. We therefore welcome applicants from all backgrounds.

This vacancy will remain open for up to 7 working days; however, we may close the advert early should we receive a high volume of applications.

OVERVIEW OF THE ROLE

The opportunity exists to join The Portman Estate in an important team support role, working closely with the Commercial Asset Management Team to provide administrative and coordination support across the function, alongside some support to the Portfolio Director and Head of Commercial Property.

OUR MISSION & VALUES

The Portman Estate is a forward-thinking property company with an enduring heritage and a commitment to promoting and protecting the long-term success of Marylebone and London’s West End. In August 2022, the Portman Estate became the first estate to be certified as a B Corp. This means that we meet high standards of social and environmental performance and have made a commitment to continuous improvement.

We recognise our responsibility to provide a high quality, sustainable environment while seeking to safeguard our community, manage responsively and evolve our portfolio for the benefit of all. We aim to do this with a Clean Heart and a Cheerful Spirit, as the family motto directs.

At The Portman Estate we prioritise particular values:

• Respect: maintaining relationships; ability to listen; understanding another’s viewpoint; acknowledging other’s efforts
• Ethical: moral principles; knowing what is right and wrong; high standards
• Inclusivity: ensuring sense of belonging; being open and fair to all; making individuals feel valued and able to reach their full potential; approachable; accessible; open; easy to talk to; welcoming; friendly
• Integrity: honesty; trustworthy; decency; honour; sincerity; high standards of competence and skill; strong code of conduct; loyal to colleagues
• Moral courage: standing up for what is right; taking action for moral reasons.

JOB RESPONSIBILITIES

The Job Responsibilities detailed below are not exclusive or exhaustive and the post holder will be required to undertake such tasks as may be reasonably expected within the scope and role:

• Organise internal and external meetings, arrange rooms, equipment and catering, and coordinate, prepare, maintain and distribute reports and meeting documents
• Support team administration and communications, email, telephone and correspondence, ensuring timely responses and appropriate escalation in line with best practice standards
• Assist in the preparation of cyclical reporting on property portfolio performance, including transposing data into presentation format
• Arrange property inspections with customers and/or provide keys for team members, external agents, consultants and contractors
• Ensure all commercial team electronic and hard copy filing is managed in a timely and efficient manner, in accordance with corporate procedures and share these internally where needed
• Support with team expenses, sales invoices and financial administration, as required
• Support preparation of presentations and data input for fund and trustee reporting
• Support the commercial team with yearly valuations
• Act as the main point of contact for external contractors regarding queries
• Arrange tenant data and information relating to lease expiries and breaks for quarterly internal review, and coordinate follow-up actions, including tenant/asset manager meetings and dilapidations instructions
• Extract and provide company data to support external agents and lettings activity
• Provide cover throughout the business as required, including support for other teams during busy periods and absences, and reception cover
• Liaise with other support teams, including IT, Finance and HR, to meet business needs
• Organise the diary of the Portfolio Director (PD) and Head of Commercial Property (HCP), planning workload, coordinating with other PA’s and amending the diary as required
• Manage telephone, voicemail and email messages for the PD and HCP when they are not available and redirect as necessary
• Support coordinating Board Papers or internal management meetings
• Support forward planning and long-term diary coordination
• Ensure deadlines and contributions are aligned and mapped out in diaries
• Coordinate and submit expense claims

PERSON SPECIFICATION

The below specification details the set of criteria that outlines the essential traits a candidate should have to be considered for the role:

• Competent Microsoft Office skills (good working knowledge of Outlook, Word, Excel and PowerPoint)
• Demonstrable experience supporting a team of professionals in a Team Assistant (or equivalent) capacity
• Comfortable operating in a shared support model, balancing the needs of multiple team members rather than dedicated executive support
• Highly organised with the ability to manage complex, multi-person diaries and logistics across a wider team
• Excellent interpersonal and communication skills (verbal and written)
• Outstanding ability to adapt and manage time effectively, prioritise conflicting demands, multi-task and work to tight and structured deadlines
• High standards of accuracy and attention to detail
• Discreet and able to handle highly sensitive information in confidence
• Alignment with The Portman Estate’s values
• A natural problem solver and rigorous planner