Strutt & Parker - PA / Senior Administrator (Ipswich)

PA Senior Administrator for Strutt & Parker, LMD based off the A14 at Wherstead Park, Ipswich

Duties include: -

Day to Day

• Answering incoming calls.


• Opening post, distributing, scanning and filing documents to the shared area.


• Opening the office, ensuring that it is operational and ready to receive staff and visitors, assisting with issues arising.


• Booking out meeting rooms and spare desks for visitors to the office.


PA to the Directors

• Typing up dictation in the form of letters, reports, fees and file notes.


• Diary management, booking meetings and arranging travel including any hotel bookings where applicable.


• Preparing the relevant documentation packs ahead of meetings.


• Completing expenses and checking that recoverable costs are added to the relevant fee.


• Booking vehicle MOT and services.


• Preparing refreshments for meetings.


• Printing and binding of reports.


LMD Administration

• Management of the office, Health & Safety (including Fire Warden duties), checking everything is in working order, including printers and the franking machine, reporting issues where applicable. Ordering supplies including milk and stationery.


• Drafting & raising monthly management and quarterly fees, ensuring that any reclaimable expenses are identified in the form of a disbursement report in order that the Land Agent can include these with their fee.


• Processing supplier invoices and approving these for payment using the internal system. Liaising with the Bookkeepers if there are any queries. Monitoring utility bills for the relevant client estates, providing meter readings.


• Raising invoices which will then credit client bank accounts.


• Filing - hard copy as well as arranging for archiving to be sent to the secure storage off site.


• Anti Money Laundering checks for new clients. Liaising with Compliance, using the internal system to upload these.


• Managing a client's car parking arrangements. Organising dinghy licences for interested parties, ordering permits, sending out letters to mooring holders each year, dealing with incoming queries, managing the car parking system and processing Parking Charge Notice cancellations. Arranging the bi-annual recharge for tenants at one of the properties owned by the client.


• Onboarding new starters to the Ipswich LMD office, this includes liaising with their Line Manager and then ensuring they have all the tools necessary to start work on day 1 as well as assembling a hard copy Welcome Pack.


• Ensuring any cheques received to the office are sent to the correct S&P office for processing.


• General admin including creating job numbers, updating staff phone numbers, stamp prices for SAE.


• Ordering oil for client.


• Making sure post out is franked correctly and collected.


Property Lettings Administration

• Updating the residential property system and ensuring properties remain compliant in terms of chimney sweep, gas safety checks.


• Dealing with minor repairs for properties, liaising with tenants, booking these with the contractor, updating internal systems, processing invoices.


• Compiling particulars providing by the Land Agent and advertising these on the marketing portal.


• Taking enquiries from interested parties, referring to the Land Agent.


• Carrying out Right to Rent checks on new tenants.


• Dealing with all aspects of Homelet Referencing.


• Drafting and putting together Assured Shorthold Tenancy agreements.


• Management of the Tenancy Deposit Scheme, including adding new tenancies, ending these and recording the sums received or returned.


• Dealing with new contractors and liaising with the S&P team to onboard these companies.


• Fee work - liaising with one client to manage their marketing, referencing and TDS deposits.


• Updating the Out of Office email signature and telephone voice message during Bank Holiday periods. Ensuring that contractor OOO details are correct


We are proud to offer award-winning benefits to support and reward our employees:

• Heath & Leisure: 25 days annual leave + public holidays (the option of purchasing up to 5 additional days via flex benefits), health screening, gym discounts, wellbeing support, volunteering opportunities, cycle to work scheme, eye care voucher, travel & retail discounts, travel insurance, concierge service, kids pass, open fairways golf card, great company culture and social events (including sports teams, charity events, art pass), perks at work


• Financial: Pension, life assurance at 8 x basic salary, group income protection, long term disability insurance, interest free season ticket loan, bonus scheme - you will be eligible to participate in the Company's Bonus Scheme, share incentive plan, financial and mortgage advice
  
  Additional leave


• Company events


• Company pension


• Cycle to work scheme


• Gym membership


• Health & wellbeing programme


• Life insurance


• Referral programme


• Sick pay


• Store discount


• Work from home


Supplemental pay types:

• Bonus scheme