Senior Administrator

Job Overview

My client, a successful growing Chartered Surveyors in Exeter, are seeking a Senior Administrator who will play a crucial role in supporting their team. Your responsibilities will include administrative tasks, document management and communication with clients and other professionals. You’ll be an essential part of ensuring the smooth operation of their surveying services.

Key Responsibilities

Document Preparation and Management:

• Draft, format, and proofread documents, including contracts, leases and reports.
• Maintain accurate records of files, ensuring proper organisation and version control.
• Assist surveyors in preparing property-related documents.

Client Communication:

• Handle incoming calls, emails and inquiries from clients, providing excellent customer service.
• Schedule appointments, meetings and property inspections.
• Liaise with clients, solicitors and other professionals to coordinate matters.

Administrative Support:

• Manage the team’s calendars, ensuring deadlines are met.
• Arrange travel, accommodation and logistics for surveyors attending site visits.
• Prepare expense reports and maintain office supplies.

Research and Information Retrieval:

Conduct research using online databases and resources.

• Retrieve property-related information, land registry documents and planning permissions.
• Assist surveyors in gathering data for valuation reports.

File Maintenance and Filing Systems:

• Organise physical and electronic files, ensuring confidentiality and compliance.
• Maintain an efficient filing system for documents and correspondence.
• Assist with archiving and record retention.

Event Coordination:

• Assist in organising seminars, workshops and industry events.
• Coordinate invitations, venue bookings and materials distribution.

Qualifications and Skills

• Experience: Previous experience in secretarial roles within professional services (chartered surveyors, legal, or financial companies) is preferred.
• Secretarial Skills: Proficient in spreadsheet management and creation, diary management and administrative tasks.
• Attention to Detail: Accuracy in document preparation and record-keeping.
• Communication: Excellent verbal and written communication skills.
• IT Proficiency: Familiarity with Microsoft Office Suite and software.
• Organizational Abilities: Ability to manage multiple tasks and prioritise effectively.

Benefits

• Competitive salary
• Onsite parking

Please note that this job description is a general outline and specific duties may vary based on the firm’s requirements and the  matters being handled.