EA / Office Manager to Directors –Boutique Property Development – Dulwich SE21

Job Descriptions

A wonderful opportunity has arisen for an experienced and responsible EA/office manager to join this boutique and highly regarded property development company based in Dulwich, South East London.

You will be supporting two dynamic and highly personable Directors who have great vision and who are entrepreneurial in their approach. With a wide and successful portfolio, their projects are mainly residential in focus, however they also acquire and invest in commercial real estate with the view to convert these sites into prime residential and luxury new builds.

This role is ideal for a well versed EA/OM who is based locally, has experience in property or real estate investment and wants to commit long term to support them in their growing business.

They require a top communicator with excellent written and verbal skills as you will be liaising with people at all levels from investors and senior stakeholders to architects, contractors, engineers and tenants. Must have a friendly and proactive approach with a helpful and positive attitude. As the first point of contact, you will be on the ball and quickly be able to get to the bottom of any issue or request and deliver a solutions driven approach at all times.

The role offers a great degree of involvement and scope across the business and you will work closely with the Directors to help them deliver the service and values consistent with their business.

As a small team, you will often be required to work in an independent capacity, so someone who is a self-starter and can manage their own workload and prioritise is a must. That being said, you will also have the opportunity to get out and about, running errands, visiting site as and when required, dropping off keys and troubleshooting with any rental properties. You will also be able to get involved with certain projects in helping to furnish and outfit properties so someone who has a genuine interest in property and design would be beneficial.

Must be financially and tech savvy with bundles of common sense and good business acumen. You will be highly organised with the ability to streamline procedures and implement efficient filing and data management. This is a real opportunity to work with very down to earth and flexible Directors who genuinely have great pride in what they do and consistently go the extra mile for both their clients and staff.

Duties to include:

EA Duties

• Diary management for two Directors
• Inbox management; flagging, fielding and prioritising – responding on behalf of the Directors when appropriate / drafting correspondence
• Booking and scheduling internal and external meetings with key stakeholders, contractors, investors and clients 
• Booking domestic and international travel; flights, trains, visas, accommodation, ground transport etc
• Attending meetings when required, taking accurate minutes of meetings, distributing to attendees and following up with key action points and deliverables
• Proof reading documents and contracts
• Document production; Word, Excel and PowerPoint
• Collating all invoices, expenses and petty cash management; liaising closely with accounts
• Filing all company bank statements (6 companies currently)
• Preparing research prior to business meetings
• Post sales management - point of contact for all purchasers and tenants of our properties and liaise with the homeowners as to any issues that arise.  Understand any issues and consult with the Directors to implement the correct remedial works with designated consultant/tradesman
• Project management to include; ordering any furnishings for show homes and liaising with nominated interior design company to ensure the ‘correct look’ Lanbury are aiming for is adhered to across all projects
• Ad hoc personal support to the Directors to include; booking personal appointments, paying bills, running errands and purchasing gifts

Office Management Duties

• First point of contact for the office, suppliers, clients and contractors
• Meeting and greeting clients and guests in a friendly and professional manner, providing refreshments
• Ensuring the office is well maintained and presentable at all times
• Organising all post, deliveries and couriers
• Ordering all stock, stationery, supplies and food orders for the office – ensuring the office is well stocked at all times
• Maintaining excellent relationships with external suppliers and negotiating the best rates
• Organising and overseeing new facilities for the office; ie cleaner, maintenance
• Implementing a detailed and coherent filing and archiving system for on-going and closed projects: each project has 3 x large folder files to organise the difference sub-sections: eg

• Folder 1 - Project Specific – builders, architects, planning consultant, structural engineer, etc.
• Folder 2 - Banking, development loans, utility bills, business rates, etc.
• Folder 3: Purchase Information – legal, agent, land registry titles, etc.

• Maintaining detailed and accurate database of clients, suppliers and contractors; ensuring they are up to date at all times
• Managing the keys for all developments; including getting copies cut and coding them
• IT Troubleshooting, liaising with service providers on any issues that arise
• Overall responsibility for health and safety - establishing and implementing office policies and protocols such as fire evacuation procedures and disaster recovery
• General administration to include; filing, copying, scanning and data entry
• Arranging corporate gifts as and when required