Central Operations Co-ordinator – Head Office Bicester

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Alexander & Co Group operate as Alexander & Co and Peter Ball & Co across 13 offices across Buckinghamshire, Oxfordshire, Bedfordshire, Gloucestershire, and Northamptonshire. Our prime focus is on exceptional customer experience, and we shape our services around our client’s unique needs.

As a group, our culture is critical. We foster innovation and clever thinking, knowing always that what we do and achieve together sets us apart. Our attention is meticulous; our attitude tenacious; our approach authentic.

We have created three core company values that the & Co Group family strive to live and breathe every day:

  • Personal: we listen to our customers and always go the extra mile
  • Proactive: we are never chased for anything
  • Ethical: we always do the right thing for our customers

We are now looking to recruit a Central Operations Co-ordinator to join our team. In this role you will provide administrative support processing contractor invoices, ensuring payments are made in a timely fashion, and providing diary management for our Property Inspections team.

The key deliverables:

  • Develop and maintain close and professional relationships with our contractors
  • Ensure our Inspections team is up to date with appointments which offers a wider and more diligent service to our clients
  • Ensure third-party work is recharged to ensure the company is paid

Key tasks and responsibilities:

  • Process contractor invoices
  • Update landlord accounts
  • Chase unpaid invoices weekly
  • Chase outstanding works orders weekly and monthly, keeping Property Managers up to date
  • Complete contractor due diligence and onboarding new contractors to internal panel
  • Ensure contractor insurances and compliance is up to date
  • Support and guide contractors using Fixflo
  • Property inspection diary management, assigning inventories, property inspections and check-out appointments to internal and external Inventory Clerks
  • Swiftly react to last minute changes to ensure all appointments are covered
  • Schedule routine property visits for Clerks
  • Ensure customer notifications are set up correctly on Inventory portal for correct distribution of reports
  • Co-ordinate and complete incoming queries and rescheduled requests from tenants and colleagues
  • Complete fee reconciliations on a weekly and monthly basis to ensure services provided are correctly charged to landlords where possible

Skills and experience:

Essential:

  • Professional written and verbal communication skills
  • Attention to detail and diligent
  • Able to work on own initiative, as well as part of a team
  • Flexible, adaptable nature with the ability to work under pressure, in a calm and professional manner
  • Excellent IT knowledge with experience of using Microsoft Office packages
  • Good time/diary management, punctual at all times
  • Experience of using Reapit, Fixflo, or InventoryBase would be an advantage but not essential

Benefits:

  • 22 days per annum (FTE), plus bank holidays and a Birthday Bonus!
  • Parking Permit
  • Contributory pension
  • Full sponsorship to complete ARLA Level 3 qualification
  • High Street incentives though Perkbox
  • Employee Assistance Programme