Office Manager

Job Overview

We are seeking a highly organised, proactive, and detail\-oriented Office Manager to oversee the smooth day\-to\-day running of our busy estate agency office. This is a varied and hands\-on role that combines office administration, financial administration, marketing coordination, compliance, property administration, and executive support.

The successful candidate will play a central role in ensuring operational efficiency, maintaining high professional standards, supporting the wider team, and delivering an excellent experience for clients and colleagues alike.

Responsibilities

*Financial Administration \& Reporting*

• Manage invoicing, recharges, and monthly financial reports, ensuring accuracy and timely submission.


• Monitor outstanding invoices, following up on late or non\-payments with sales vendors and ensuring payment is received for withdrawn instructions.

• Oversee the enquiry centre and shared inbox (post@robin\-king.com), ensuring all enquiries are handled promptly, professionally, and appropriately.

• Manage social media accounts and oversee marketing campaigns across platforms.


• Ensure consistent branding and high\-quality presentation across all marketing materials both physical and digital.

• Monitor, reorder, and manage stationery and office supplies, including brochures.


• Identify, log, and report office equipment requiring repair, replacement, or purchase.


• Maintain office tidiness, cleanliness, and health \& safety compliance, delegating tasks where appropriate.

• Manage all company licences and subscriptions, maintaining accurate records of login details and passwords.

• Record staff working hours and absences, liaising with Branch Manager who approve staff annual leave.

• Manage filing and archiving of physical documents, particularly contracts.


• Organise and maintain the digital filing system, ensuring it is logical, accessible, and regularly archived.

• Provide secretarial support to the Associate Director, including management of their email inbox.

• Ensuring there is office cover for all operational hours.

• Take responsibility for monitoring, updating, and displaying window cards to a high standard. This includes ensuring window display is accurate, presentable and up to date.


• Produce all brochures and oversee take\-on/onboarding process


• Ensure all property listings and related advertising (window cards, brochures, portal listings) are accurate, legally compliant, and of a consistently high quality.

• Ensure effective use of the CRM system through regular audits and staff training.


• Maintain accurate, comprehensive, and up\-to\-date property records and notes.

• Conduct and maintain compliance checks, including AML, GDPR, H\&S, Propertymark, ensuring accurate and auditable records. Policies are in place and up to date, staff are sufficiently trained and informed.

• Organise and oversee internal and external events to support team engagement and enhance brand visibility.

• Support on recruitment activities, including assisting with initial application triage. Help with candidate onboarding and staff training.


• Onboarding new staff and proving them with initial induction.

• Answering phones


• Responding to email enquiries


• Following up with voicemails

Essential Skills \& Experience

• Previous experience in an Office Manager, Operations Manager, or Senior Administrator role.


• Excellent organisational and time management skills.


• Strong communication and interpersonal abilities.


• High level of attention to detail.


• Confident using Microsoft Office and CRM systems.


• Experience managing multiple priorities and deadlines.


• Ability to work independently and use initiative.


• Professional, approachable, and customer\-focused.

• Previous experience within the property or estate agency sector.


• Knowledge of AML, GDPR, Health \& Safety, and Propertymark compliance.


• Experience with social media management and marketing coordination.


• Financial administration or bookkeeping experience.


• Experience supporting recruitment and staff onboarding

• 8:30am – 5:30pm


• Monday\-Friday

• 20 days annual leave plus 1 personal day taken within the week of your birthday. Increasing by 1 day for every 2 years of service.


• Team bonus

Work Location: In person

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