Marketing & Finance Administrator

Administrator
Leeds City Centre
£28,000 - £30,000

Monday - Friday 9.00am - 5.00pm

My client a Surveying firm in Leeds City Centre require an Administrator to join their busy team.

You will be working within an established team of auction and valuation professionals and be responsible for the coordination and marketing of Online Auctions, Negotiated and Business Sales on a National scale.

You will be outgoing, personable, presentable with a keen eye for attention to detail. Communication skills are vital.

Administration duties:

• Creating and maintaining a schedule of current and forthcoming Auction Sales to include
• Overseeing the preparation, typing and configuration of auction catalogues for use with online auction platforms. Undertaking this aspect when other staff members are unavailable or at time of urgency.
• Overseeing the auction process to include ensuring bidders are approved and enquiries are directed to the correct case handler or where applicable answered by telephone and email.
• Overseeing the issuing of invoices and handling payments and subsequently the arranging of Lot collection.
• Comply with the group’s confidentiality, anti-money laundering and information security policies at all times.
• To work in partnership with external organisations and partners to deliver excellent service.
• Become part of the steering group and working with external organisations in the promotion of department services and specific online sales via Press Release and Social Media platforms
• Overseeing the creation of auction marketing material
• Maintaining the Department Cash Book by recording payments following the sale of Assets (c.200 entries per month).
• Continual reconciliation between Client Account and Auction results on a Sale by Sale basis to ensure balanced results.
• On conclusion of the Auction release, Balance the Sales and provide the apportionments, allocating them to their respective Cases.
• Direct contact between Department and Group accounts team to ensure accurate recording of contractor invoices and WS personnel time, leading to the provision of financial reports to case head/handlers to allow outcome statements to be issued to the instructing client.
• Basic understanding of accounting and the use and analysis of spreadsheets.
• Awareness of Royal Institution of Chartered Surveyors (RICS) and HMRC protocols and compliance.
• Administrative Role and Office Management:
• To manage administration workload that may arise within the Machinery and Business Asset department or wider business
• Creation of electronic case files and conflict check notification
• To ensure coordination of casework commitments for the team including site meetings, appointments and Teams calls.
• To provide support to the Team in the creation and typing of valuation schedules and auction catalogues. Typing of reports and valuations.
• Producing fee invoices for client issue
• To provide first receiver service of a high volume of incoming telephone calls for the department and deal with the calls accordingly.
• Ensure Team Outlook diaries are managed and kept up to date
• Engender team spirit and promote a positive working environment.
• Assist other personnel in their PD with the use of LinkedIn and other social media channels where necessary.

Essential skills:

• Efficient working knowledge and experience of Microsoft applications including Word, Access, Excel, PowerPoint, and Outlook
• Effective time management and organisation skills, as you will be dealing with multiple sales at any one time.
• Ability to use initiative to ensure productivity.
• Prepared to meet and communicate effectively with Clients and other professionals.
• Ability to motivate self and contribute to the team.
• Excellent oral and written communication skills.
• Excellent Social Media and IT skills including MailChimp, Social Platforms and MS Office applications.
• Flexibility is required to cover other areas of the business as needed.
• You must be personable, target driven, well presented, self-motivated and capable of representing the company brand and company’s social ethos and values and aims at all times.