Administrative Assistant London, England
Job description
Brockley Tenants Cooperative Ltd is a housing Coop that is managed by its Members.
Brockley Tenants seeks an Administrative Assistant to join the Cooperative.
The Administrative assistant will handle all general office tasks and administrative duties, such as directing communications between colleagues, Members and customers via verbal and written communication, organising schedules and events, entering data, general bookkeeping, maintaining office equipment.
Job Description Administration Assistant
Line Manager: The Co-operative Manager / Finance Officer in the absence of Manager
Salary: Starting salary £24,000 per annum for 35 hr week (9-5 p.m.)
Objective of Post: To carry out a variety of tasks to increase the efficiency of the office administration function. To be flexible and demonstrate an understating of being a good team player
DETAILS OF TASKS
1. General duties
1.1 Responsible for maintaining logical, accessible, and accurate filing systems (computer and manual)
1.2 At the first point of contact with customers / Members, either in person or on the telephone, answer enquiries (sign or via email – posting where necessary) internally of externally
1.3 Note repair and maintenance request from residents. Enter on repair database as appropriate (In house System)
1.4 Gas letters sent out monthly, updating in house system and Excel spreadsheet with Annual Gas Safety Certificate recent date received from Gas Engineer
1.5 Open, date – stamp and distribute the mail
1.6 Assist to order, maintain, and organise stocks of stationery and office equipment and help deal with the accounting for the orders and invoices for this
1.7 Assist where applicable maintenance of the photocopier – Main person of contact
1.8 Under the direction of the Manager assist staff with circulating notices newsletters, rent statements, Rent increase letters and various Committee and General Meeting Papers (Mail Merge).
1.9 Enter incoming/ outgoing post in the postage log and take out-going mail to the post office/box as required
2. Servicing the Manager, Management Committee and General Meetings
2.1 Assist the Manager with general day to day filing and review old files / archiving
2.2 Provide Meeting of Minutes monthly basis
2.3 Maintain current Committee Member records (personal details, skills assessment requirements) - Computer and manual based
2.4 Assist the Manager with general day – today filing and review old files / archiving
2.5 Maintain Contractor records/lists ensuring all details are up to date and in line with insurancepurposes
2.6 Assist with the preparation of the office and purchasing refreshments for meeting
2.7 Update BTC Web-site as required
2.8 Assist with tenancy audits
3* Servicing the Finance Officer*
3.1 Assist with input of rentson to the in-house system
3.2 Assist the Finance Manager to manage / input and scan invoices into the computer system(s)
3.3 Assist with the recording and totalling of the pretty cash float an accompany the Finance Manager to the bank
3.4 Assist with the entry of works orders / invoice details into the maintenance database
Any ad hoc duties
Job Type: Full-time
Salary: £21,225.03-£24,000.00 per year
Benefits:
- Company pension
- Sick pay
Schedule:
- 8 hour shift
Ability to commute/relocate:
- London, SE4 1XF: reliably commute or plan to relocate before starting work (required)
Work Location: One location
Application deadline: 09/05/2023
