The role
To provide a professional and efficient secretarial and administrative support to the office team.
*Please note, this is a Zero Hours role with the potential to go permanent
Key deliverables
Client / Job management
• Reapit property management system:
• Register new clients (vendors or landlords) in the database
• Register new applicants (buyers or tenants) in the database
• Book market appraisal appointments
• Book viewing appointments
• Prepare Confirmation of Instructions & Terms of Business for clients (vendors and landlords).
• Prepare Memorandum of Sale for seller and buyer.
• Facilitate the KYC and anti-money laundering processes as required by the Group (for low- or medium-risk sales and lettings mandates, as defined), liaising with the internal on-boarding and compliance teams where necessary.
• Process and manage the KYC process end-to-end for unregulated lettings mandates (landlords and tenants).
• Complete due diligence on new and existing accounts to ensure compliance with requirements of BNP Paribas groups AML / KYC policies. This will entail performing and recording the results of searches and sanction checks, (for low- or medium-risk sales and lettings mandates, as defined).
• Proactively resolve ad-hoc queries related to aspects of AML analysis.
• Where required establish and maintain trusted relationships with our clients to facilitate and accelerate the on-boarding processes.
• Liaise with potential applicants and arrange viewing appointments.
• Process fee invoices and liaise with the central accounts team.
• Assist with invoicing and debt collection ensuring that invoices are paid in a timely manner and debt is kept to a minimum.
• Encourage SPF mortgage referrals with live applicants.
Marketing
• Prepare property brochures.
• Coordinate marketing and advertising locally (direct mailers ; adverts ; window cards ; brochure displays).
Office management
• Maintain office systems, including Reapit database management, inventory management, filing, etc.
• Provide overall team support in everyday office duties.
• Liaise with printing suppliers and arrange current marketing materials (either hard copy or original).
Team management
• Diary management for team members including the arranging of internal and external meetings and team meetings.
General
• Field telephone calls in line with Strutts Standards protocol, assisting the caller when possible or taking and passing on messages.
• Deal promptly with incoming emails, internet leads and post (and respond where appropriate).
• Where required, establish and maintain trusted relationships with our clients to facilitate and accelerate the on-boarding processes.
• Implement strategies for continuous improvement of business processes and efficiency gains.
• Liaise with clients, suppliers and other staff.
• Any other ad-hoc administrative duties as required by the team.
Person specification:
• Previous Experience in a similar role and/or in property is a strong preference.
• Competent in Microsoft package software including (Word, Excel & Outlook, PowerPoint).
• Possess a good typing speed.
Key Skills:
• Confident and pleasant personality, being a welcoming face of the company.
• Must possess a composed manner in order to be able to work under pressure, managing and prioritising workloads.
• Ability to meet deadlines.
• Excellent planning, organisational and co-ordination skills.
• Accuracy and attention to detail.
• An understanding of confidentiality issues and the use of discretion.
• Must be a team player and be capable of building and maintaining good relationships with team members, other colleagues, clients and suppliers.
• Punctual and flexible in relation to working hours and duties.
• Being adaptable and open to change.
BNP Paribas Real Estate is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.
