JOB PURPOSE
The role is to support and provide important administrative assistance to the Professional Services Team and will be best suited to candidates who have a background in team administration within an office-based environment. On the job training in The Arch Company owned systems will be provided. We are looking for someone with the right qualities in order that they can learn and become proficient in the role. It would ideally suit someone with organisational skills, who is open and friendly and likes to be busy helping others to solve their problems. Our team administrators are highly valued as they enable our Portfolio and Transaction managers complete deals. The role holder will be responsible for a variety of key support functions. Initially assisting 22 Portfolio and Transaction managers performing some of the tasks listed below and then, once proficient, switching to a full list of tasks assisting 11 Portfolio and Transaction managers.
Primarily working with the Professional Services team, they will also collaborate with colleagues across The Arch Company business and third parties such as solicitors or surveyors.
KEY ACCOUNTABILITIES
Team Administration
- Preparation of forms, e.g., property change forms to update the company database, Know Your Customers form, etc.
- Producing detailed Maps, Plans and Photos for team cases
- Preparation and input of team expenses
- Preparation of internal meeting packs and minuting meetings
- Production of letters, e.g., rent review notices
- Room bookings and catering
- Assist with travel and hotel bookings
- Arranging purchase orders
- Updating team trackers
- Undertaking credit checks
- Obtaining data from Government portals (VOA and EPC)
- Assisting with the new starter onboarding process
- Coordination with the wider business function
Document Management
- Using SharePoint to scan and file all company documentation so the teams know where to source, e.g., signed leases, statutory declarations, rent review memorandum, etc..
- Setting up of ShareFiles for our agents and uploading required documentation
- Organising/obtaining EPC certificates
- Obtaining lease plans
- Obtaining title registers and title plans from HM Land Registry
- Obtaining missing leases
- Post scan and distribute post to the relevant team members/departments and file
Investment Committee (“IC”) Process Support
- Preparation of SIC agenda and case packs for the SIC meeting
- Minuting the SIC meeting
- Making sure amended papers are uploaded to Keystone
- Producing JV/IC packs for the CEO, Shareholders and Senior Leadership Team
- Preparation of SIC & AIC summaries for the Senior Leadership Team
KEY SKILLS, EXPERIENCE AND QUALIFICATIONS
- Good interpersonal skills and ability to work at all levels
- Proficient in Microsoft Office particularly Excel and Outlook
- Ability to absorb information and learn quickly
- Excellent organisational skills
- Ability to work under pressure and to timescales
- Ability to guide others in the team
Characteristics:
- High level of accuracy
- Patient
- Proactive
- Friendly and approachable
- Natural confidence
- Helpful and able to problem solve
- Willing to add value by enabling others