Administration Assistant

My client is looking for an experienced Administrator and Partners' Assistant to provide efficient and compliant property administration support across the business, ensuring instructions, files, and listings are correctly set up and maintained, while coordinating and delivering marketing activity (digital, social, and print) to promote properties and the brand, supporting branch performance and client service standards. Key responsibilities : 1) Property administration & operational support Maintain accurate property records and spreadsheets; ensure property files are created, updated, and managed in line with internal processes and compliance requirements. Produce valuation letters using dictations from valuers and maintain supporting documentation. Support diary preparation for weekend staff and attend scheduled morning meetings (Mondays and Fridays). Keep office window displays updated weekly and ensure branch marketing materials (e.g., brochures, viewing checklists) are kept stocked and current. Provide bi-weekly internal marketing updates to the business. 2) Compliance & risk (AML and file governance) Conduct AML checks for vendors, buyers, and landlords using approved systems and ensure valid ID is obtained and recorded. Escalate any AML concerns promptly to the MLRO and maintain appropriate audit trails. Follow the new instruction checklist to ensure property file setup remains compliant throughout the lifecycle of a listing. 3) Property marketing, listings & portal management Create and update property brochures for manager/client approval and for marketing use. Implement price changes promptly and update all collateral accordingly (brochures, window cards, etc.). Manage property status changes (withdrawals, cancellations, sales notifications) and issue relevant letters/notifications to all parties when required. Publish and manage listings across portals; liaise with portal support (e.g., Rightmove) where necessary. Rotate and maintain property “main shots” on the property management system as needed to keep listings fresh and consistent. 4) Partners' Assistant support & business coordination Provide day-to-day administrative and organisational support to the Partners, helping them manage priorities, follow-ups and business actions. Coordinate Partner and branch manager meetings, including agendas, presentations, supporting papers, action notes and follow-up tracking. Assist with business projects and initiatives led by the Partners, gathering information and coordinating input from colleagues and external contacts. Handle confidential and commercially sensitive information with discretion and maintain clear records of agreed actions. Liaise with external partners/suppliers (e.g., The Guild, Acaboom) to support property marketing and business needs. Coordinate with the website developer to manage website updates and changes when required. Liaise with SEO partner (e.g., GeoCale), participate in regular reviews, and provide requested information to support SEO performance. Prepare presentations for quarterly partner/branch manager meetings and support wider initiatives as required. 5) Marketing support: social media & content production Create a range of brand-aligned content (property, community, lifestyle, and business updates) using tools such as Canva/CapCut and in line with brand guidelines. Schedule and publish content across LinkedIn, Facebook, Instagram, TikTok using scheduling tools (e.g., Hootsuite). Maintain a professional and active social presence, including timely message/comment responses and proactive community engagement with local businesses. Coordinate with photographers to produce property tours and video content. Monitor and respond (as appropriate) to relevant industry moments (e.g., budget, bank announcements) with timely, accurate content. Create marketing materials for New Homes developments when required (logos, invites, video content) and liaise with developers to keep them updated. 6) Marketing support: digital & print delivery Design, execute, and distribute email campaigns/newsletters/announcements to the database via the email marketing platform (e.g., Integrated Interest). Produce and distribute the e-zine via The Guild on a bi-weekly cadence. Coordinate print campaigns (multiple drops per year) with distribution/print partners (e.g., Dor2Dor, PrestigePrint), including proofing and production. Maintain and update campaign tracking spreadsheets weekly and report updates to Andrew. Create branch window cards (seasonal, opening hours, promotions) and ensure each office receives relevant materials. Source imagery for advertising covers and liaise with the senior secretary as required.

Key skills required: Previous administration role (office-based) with responsibility for accurate record keeping, document production and managing multiple tasks/priorities. Experience coordinating marketing activity (digital and/or print), including working to deadlines and gaining approvals. Strong written and verbal communication skills; confident liaising with colleagues, suppliers and clients professionally. Ability to work independently and as part of a team; comfortable taking ownership of tasks and following processes. Strong typing and document production skills (letters, brochures, presentations). Good working knowledge of Microsoft Word and general MS Office competence. Confident using design and scheduling tools (e.g., Canva/CapCut, social scheduling platforms). Comfortable using a CRM / property software system and updating listings/records accurately. Highly organised with excellent attention to detail and a strong sense of accuracy/compliance. Dependable, punctual and adaptable; able to manage changing priorities in a busy office environment. Proactive and solutions-focused; able to spot issues early and escalate when needed. Fully office based, Monday to Friday 8.30am to 5.30pm.