Administrative Assistant

Newton Property Management Ltd; Aberdeen City; On-site; GBP 20,000 - 25,000; Full time

Job summary

A growing property management company in Aberdeen is seeking a well-organised Administration Assistant. In this role, you will support property managers, ensuring excellent customer service and effective administration tasks. The ideal candidate will have customer service experience, strong communication skills, and proficiency in Office 365. Join a dynamic team to enhance customer satisfaction and keep accurate records.

Qualifications

• Previous experience in a customer service‑based role.
• Strong communicator.
• Ability to work well as part of a team.
• Proficient using Office 365.
• Works well under pressure.

Responsibilities

• Responsible for delivering ‘Newton Way’ customer excellence.
• Building and maintaining relationships with customers and contractors.
• Managing contractor maintenance tasks for property managers.
• Processing and distributing customer communications.
• Ensuring customer records are accurate and up to date.

Skills

Customer service experience

Strong communication

Teamwork

Office 365 proficiency

Ability to meet targets

Ability to work under pressure

CRM system knowledge

Job description

Are you well organised?

Can you communicate effectively?

Would you like to work for a growing, market leading business?

If you have answered 'Yes!', then Newton Property Management have an exciting new opportunity within our Aberdeen office.

We're looking to recruit a well organised, forward-thinking Administration Assistant, to add to our growing Property Management department. This role within the Newton Property Management team, presents an opportunity to join our vibrant and dynamic business.

Role

Reporting to an Associate Director, this position has responsibility for supporting a team of property managers and their portfolios with the co‑ordination and management of associated administration tasks. This includes responsibility for delivering a best‑in‑class customer service delivery model, whilst adhering to the ‘Newton Way’ customer excellence charter.

Main responsibilities

1. Customer Experience/Engagement

• Responsible for the delivery of the ‘Newton Way’ customer excellence charter
• Building and maintaining relationships with both customers and contractors
• Responsible for processing and distributing regular customer communications

2. Administration co‑ordination

• Responsible for instructing and monitoring contractor maintenance tasks on behalf of property managers
• Responsible for the management, movement and recording of property keys
• Assist property managers with administration elements of customer insurance claims
• Assisting with the preparation and distribution of quarterly customer invoices
• Responsible for processing property sales

3. Record keeping

• Ensuring customer records are kept accurately and up to date
• Monitoring and maintaining both personal and shared mailboxes

4. KPI’s

• Customer satisfaction (complaints % and survey/interviews)
• Customer response times (% delivery vs target)

Specific skills, capabilities & requirements

• Previous experience in a customer service‑based role
• Strong communicator
• Ability to work well as part of a team
• Proficient using Office 365
• Ability to work to targets
• Works well under pressure
• Previous experience using a CRM based system is preferable, but not essential