Strutt & Parker – Sales Administrator / Office Coordinator (Oxford)

The role

A sales administrator and overall office coordinator for our Oxford office, the candidate will be an excellent team player with solid organisational and communication skills, both verbal and written. They will demonstrate the ability to work under pressure, a willingness to learn and an excellent telephone manner.

The candidate will have previous experience of working in a fast-paced environment and be able to provide a high level of service to clients. Self-motivated with the ability to demonstrate reliability and flexibility is essential, as well as being comfortable and capable of working as part of a team. This is a full-time role (including the possibility of some Saturdays) which involves supporting the Sales and Planning teams and includes day-to-day contact with our clients and potential buyers, matching buyers to properties and booking some viewings, along with supporting the Head of Office in coordinating general office matters. The candidate will also assist the Planning team will occasional administrative tasks, such as invoicing and onboarding new clients. 

Responsibilities

• Registration of new buyers.
• Preparation of property brochures.
• Coordinating marketing and advertising locally and with nearby offices.
• Management of the KYC and anti-money laundering processes as required by the Group, liaising with the internal on-boarding and compliance teams where necessary.
• Management of the invoicing process for the Sales and Planning teams.
• Assist with invoicing and debt collection ensuring that invoices are paid in a timely manner and debt is kept to a minimum.
• Keeping window cards/brochure displays/office systems up-to-date.
• Liaising with potential buyers and arranging viewings/managing diaries.
• Maintaining client files and the Residential and Planning client databases.
• 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 increased efficiency.
• General administrative duties as required by the teams and coordinating office tasks, including arranging events and marketing, and supporting Head of Office with day-to-day management of office.

Person specification

• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met.
• Demonstratable experience of supporting a team of professional fee earners.
• Excellent IT skills (Word, Excel, MS Outlook) and experience of using KYC systems or similar.
• A strong communicator, both verbally and in writing with experience of customer service.
• Ability to establish and maintain effective working relationships with colleagues at all levels.
• Punctual and flexible in relation to working hours and duties.
• Prior experience of interpreting policies and procedures associated with AML regulations.
• Experience of undertaking client due diligence, including completing independent searches and sanction checks.
• Takes a proactive approach to administration, ensuring that where possible, efficiencies in processes are made.
• Maintains a positive attitude towards routine tasks.
• Accurate and exceptional attention to detail.
• Understands and appreciates the importance of using discretion when dealing with sensitive information.
• An interest in working real estate/estate agency environment.

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

Strutt and Parker is committed to providing a work environment that fosters diversity, inclusion, and equal employment opportunity without regard to race, colour, 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.

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