Free Salvus House Assistant

Description of role
This post involves the provision of reception, technical and administrative services to support the operation and management of the Council’s commercial and industrial properties managed by Business Durham

Duties and responsibilities:

• Manage the Business Centre visitor area, greet visitors and new potential business clients in a professional manner and directing them to relevant contacts. Ensure completion of paperwork, sign-in and security procedures and checking all common areas are checked and secure at the end of each day.
• Ensuring the reception area and other communal areas are kept in first class condition to maintain a high-class image.
• Organising meetings through the appropriate booking system including room bookings, refreshments, placing orders for catering and coordinating visitors/guests/speakers on arrival. Preparing meeting/conference rooms with relevant equipment and catering and clearing away as appropriate.
• Hours may vary to accommodate early and evening meetings.
• Managing diaries where appropriate and scheduling meetings effectively.
• Supporting in general administration as appropriate To record and post all outgoing mail and receive and distribute incoming post for Business Centre tenants and staff.
• Monitoring appropriate BMS systems on a daily basis and reporting any issues to management. To support all aspects of the operation and management of the Business Durham property portfolio and supporting services.
• Patching IT for tenants, liaising with ICT helpdesk and recording all connectivity for the building. Managing access control system and setting up and issuing fobs and keys for access to buildings, producing regular reports for review. Compliance testing on a weekly and monthly basis in the range of Business Centre buildings.
• Supporting the development and promotion of the Business Centres. Assisting in the preparation of presentations. Maintaining team filing systems, both electronic and manual. To provide appropriate information and support to enquiries received for property managed by Business Durham.
• To arrange viewings, handovers, condition and dilapidation surveys and testing of any property managed by Business Durham.
• To manage and maintain appropriate tenant and property data and records relating to enquiries, viewings, lettings and vacates of any property managed by Business Durham, including use of CRM and service website.
• Assisting with the administering of budgets relating to the operation and maintenance of any of the business properties. Collate property updates for the Business Durham website and marketing agencies.
• Assisting with the review or renewal of service and maintenance contracts essential to the proper running of the business properties, including administration of utility contracts and invoices. Reporting and managing property repairs via the Council’s Property Help Desk (PHD).
• Working with other Council services to ensure all statutory obligations and Council Policies relevant to the business properties, including Business Centres are adhered to.
• Help maintain the general condition of the properties and industrial estates Costing and ordering of consumables and maintenance requests including inputting of Purchase Orders on to the Council’s financial system and Property Help Desk.
• Developing good working relationships with tenants of the business properties, including the provision of suitable advice and assistance in order to assist them with the start-up and/or growth of their businesses within the competences of the postholder.
• To provide general administrative and related support.
• To assist the work of other members of Business Durham section at a level commensurate with the post.


The candidates must have:
• NVQ Level 3 / National Diploma in Business Administration / equivalent or substantial customer service experience relevant to the post.
• Understanding and operation of office systems and procedures.
• Practical experience of relevant office administration and support services.
• Experience of customer support services.
• Promotional and customer service skills.
• Communication, interpersonal and presentational skills.
• Negotiation skills.
• Organisational skills.
• Administrative skills (including spreadsheet, database, email and internet).
• Ability to work under pressure
• Self motivated, confident and friendly manner.
• An ambition to achieve performance targets.
• Willingness to adopt a flexible approach to working, working on own initiative and as a team player.
• Commitment to customer care

Pay Rate: £11.98 p/hr
Reference : Salvus House Assistant jobs

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