Team Assistant/ Office Manager

Employee Benefits

• Flexible working
• Hybrid working
• Holiday entitlement – 30 days per annum (excluding bank holidays) which includes a wellbeing day and your birthday
• Private healthcare
• Medicash cashback scheme
• 50% gym membership contribution
• Cycle to work scheme
• Life Assurance
• Enhanced maternity leave
• Enhanced paternity leave

Overview

Rapleys is a multi-disciplinary property consultancy, offering building consultancy, commercial, planning and residential property services to clients, operating from eight offices across the UK.

We are genuinely recognised as best-in-class for the services we offer and the industries we operate in. That’s because we have built our business around people with authentic expertise, only offering services where we are the stand-out partner of choice.

Our people are what makes Rapleys. We celebrate the individuality and expertise that each person brings and, as a team, we share the same values and work collaboratively, connecting across disciplines, locations and sectors.

We recruit and retain trustworthy, knowledgeable and passionate professionals, and provide a collaborative culture that enables people to thrive. This is a truly exciting time to join the business as we undertake our new growth and development plans.

Job Purpose

• Audio and copy typing reports/correspondence.
• Maintain diaries, arrange meetings, both internally and externally, and organise travel and accommodation.
• Sort incoming mail, dealing with routine matters as appropriate and forwarding items to the Partners/Associates requiring their attention as promptly as possible.
• Receive incoming telephone calls and deal with them as appropriate, ensuring the highest standard of professionalism.
• Draft, Publish and Issue all fee invoices in a timely manner.
• Assist all Partners/Associates to prepare for meetings by production of paperwork, PowerPoint presentations, copies etc.
• Meet and greet visitors, ensuring a professional and positive experience for all visitors to the office.
• Ensure that all information is correctly recorded on internal systems.
• Liaise with and assist other secretaries in such a way as to ensure cooperation and teamwork and to provide secretarial cover in other departments for holiday and sickness, as required.
• Ensure departmental record systems are updated and maintained in good order.
• Be responsible on a day-to-day basis to the EA to the Department Head.
• Support the smooth day-to-day running of the office, including the management of stationery, kitchen supplies, food and beverages, and general office requirements.
• Handle incoming and outgoing post, deliveries and courier services as required.
• Act as a first point of contact for office administrative queries and provide support to staff where appropriate.
• Assist with the induction of new employees, ensuring office equipment, access requirements and workspace arrangements are in place.
• Promote a positive office environment, supporting the organisation of office events, functions and team initiatives.
• Liaise with building management, contractors, cleaners and external suppliers to ensure the efficient operation and maintenance of the office.
• Arrange repairs, servicing and maintenance of office facilities and equipment as required.
• Liaise with IT and other support functions to ensure office technology and equipment remain operational and any issues are resolved promptly.
• Support the maintenance of a professional, clean and organised office environment that reflects the Company's brand and values.
• Assist in ensuring compliance with office procedures and health and safety requirements and undertake Fire Warden and/or Mental Health First Aider duties where required and appropriately trained.
• Any other general administrative duties as and when required.

Person Specification

• Previous Secretarial/Administration experience essential

• Highly organised and able to work with detail whilst demonstrating accuracy

• A high level of customer focus with a 'can do’ attitude

• Excellent interpersonal and communication skills(written and verbal)

• Sound working knowledge of Microsoft Office

We are firm believers that a diverse team enhances our company and drives its success. We are dedicated to creating an inclusive environment where everyone can feel authentic, contribute their unique strengths, and perform at their best. If you require any adjustments to our recruitment process, please contact Peopleteam@rapleys.com.