Role Type

On-site • Permanent • Full-time • Entry Level

Description

Landswood is establishing a new office in Portsmouth to better serve its clients in the South, an opportunity for a new position initially as a PA to the Office Lead has arisen. The role will be to assist the office lead with administrative elements of their day-to-day workload, progressing in due course to a team secretary role as new members join the office team moving forwards.

Duties:

Serve as the first point of contact for callers, emails, and telephone enquiries, responding directly, passing on messages, or escalating matters to the Office Lead as appropriate.
Organise inboxes, file correspondence, and prepare or collate responses where appropriate.
Coordinate diaries and schedule internal and external meetings.
Record accurate meeting notes and circulate follow-up actions where required.
Arrange site visits and coordinate access requirements.
Monitor key tasks, progress, and deadlines, keeping the Property Manager informed of updates and actions required.
Liaise professionally with staff, suppliers, clients, and tenants.
Process expense claims by collating information and submitting records accurately.
Book travel, transport, and accommodation arrangements as required.
Communicate clearly and professionally with clients and tenants.
Prepare, format, and maintain documents and correspondence to a high standard.
Coordinate the preparation and distribution of tenant mailshots.
Compile information for monthly client reports and support timely distribution.
Provide general administrative support to the Office Lead and wider team as required.

Experience and Qualifications Required:

Previous experience in a secretarial, personal assistant, team assistant, or administrative support role is essential.
Experience within property management, real estate, facilities management, or a similar professional services environment would be advantageous but is not essential.
Confident user of Microsoft Office, including Word, Excel, PowerPoint, Outlook, and OneDrive.

Skills Required:

Diary and inbox management experience
Strong attention to detail
Excellent written and verbal communication skills, with the ability to produce well-presented and accurate work.
Flexible, adaptable, and cooperative with the ability to remain calm under pressure.
Have the necessary organisation skills to provide an efficient support service to the department.
Reliable, professional, and proactive, with a diligent approach to completing tasks on time.
Professional in approach, with a confident and clear telephone manner.
Experience on Qube Property Management or similar would be useful but not essential.

Hours: