About SouthSide
Over the past 17 years in business, our focus has been to provide great service, transparency, and value to our landlords and tenants. We pride ourselves on being fair and reasonable and have experienced steady growth year on year, almost entirely organically, with the help of our fantastic and dedicated team and loyal clients.
Responsibilities will include:
· An office-based role supporting Company Director and Senior Team (including Legal Manager, Head of People Development and Head of Lettings) across several functions.
· Keeping up to date with changes and rents for portfolio landlords.
· Booking attendance at events and conferences, liaising with relevant team members.
· Preparing documents and data for property visits.
· Preparing presentation documents for meetings, workshops, and seminars.
· Overseeing office contracts and renewals.
· Preparation for meetings, training, and events.
· Taking and documenting meeting minutes.
· Administration associated with acquiring properties and liaising with Director and Legal Manager.
· Full travel management for team including travel, accommodation, and expenses.
· Working with relevant team members regarding company events.
· Working with team to ensure smooth day to day running of the office, ensuring a safe and comfortable working environment for all.
· Conducting research & collating data regarding landlords, the market, and competitors to assist with new business strategies.
· Arranging property visits/viewings and keys.
· Arranging new landlord appraisals and new landlord information.
· Updating and recording information on SAM database.
· Setting up property appraisals and notifications.
· Collating and reporting of relevant company statistics.
· Liaising with Property Management, Projects and Marketing teams with regards to new properties and clients’ requirements.
· Following up with landlords
· Website management
· Some social media management, where required.
· Assisting with festival let administration where applicable.
· Taking ownership of continued professional development by attending training meetings and courses.
· Creating systems and processes.
· Key management.
· Accurate file and data management.
· General ad-hoc duties.
Person specification:
· Previous experience in an administration or operations function.
· The type of person who likes to ‘get things done’.
· Being professional, courteous, and positive.
· Showing discretion and respecting confidentiality.
· Showing honesty and integrity and able to take responsibility for own actions.
· Being a good team player with a good sense of humour - someone who takes their work seriously but not themselves.
· Excellent organisational and time management skills with the ability to prioritise and complete busy workload effectively.
· Good grammar and punctuation.
· Ability to show flexibility and adaptability within role and use own initiative.
· Knowledge of residential property market for rental and investment would be beneficial.
· Awareness of property legislation and regulations for the Private Rented Sector.
· Basic awareness of HMO requirements in Scotland.
· Speak and write fluent English with evidenced Right to Work in the UK. A command of other languages is of benefit, but not essential.
· Driving Licence. Desirable is a clean licence. Essential is a licence with no more than 3 penalty points. We have a fleet of company cars which our team members drive when visiting propertiesproperties, so a good geographical knowledge of Edinburgh is desired.
· Essential skill set of MS Office – Word, Excel, PowerPoint, TEAMS at Intermediate level.
· Knowledge of GDPR and Office 365.
· Accurate document management with progress to a paperless environment.
· Accurate data and file management.
· Capable of organising large volumes of work.
· Ability to find solutions and problems solve.
· Confidence to make decisions.
· Able to multi-task, work to tight deadlines and produce high quality work under pressure.
· Proficient diary management.
· Able to innovate and identify improvements to the service offered.
· Alignment to our core competencies and principles.
Key performance indicators and Outcomes of the Rolein this role are:
The 3 core measures and principles are keeping everyone Safe and Happy while keeping our company Sustainable.Accurate document management with progress to a paperless environment.
Accurate data management with files correctly named and located in the Team folder, employment a quality check of data.
Working Hours & Environment
· Part-time office-based role (3 days per week) or can be shorter days over 4-5 days between office opening hours 08:00 – 17:00hrs .
· This position will be based at our Edinburgh central office however the role may require ad-hoc travel to other locations.
· Flexibility may be required with regards to hours of work to suit the needs of the business and colleagues.
Benefits:
· Starting salary from £26,000 to £30,000 (depending on experience and aptitude) based on a full-time 40-hour week (pro-rata for part-time), including 1 hour of unpaid breaks. Salary is paid in arrears on the 2nd last working day of the month and is reviewed on an annual basis. Please note that we are currently operating a reduced working week to 37.5 hours per week, as an ongoing trial, with no reduction in salary.
· The role also requires 1 Saturday a month (pro-rata), on a rota basis - generally from 8.30am to 12.30pm. Pay for these days is included in annual salary and Saturdays can be swapped to suit. There is an option to opt out of Saturday after 12 months and any changes will take effect annually.
· £1,000 pay increase upon achieving all 4 ARLA exams (pro-rata for part-time).
· Pension Scheme after 3 months (contributions matched by the company up to 5%).
· Company Health Insurance after 6 months (WPA) up to 5% of salary.
· 28 days paid holiday including all bank holidays plus 3 additional days for personal wellbeing time per year which increases after every 3 years with the company. Note, holidays may be difficult to accommodate during the busiest periods.
· Company social events such as 5-Year, 10-Year and 15-Year Club events, department socials, festival night out, office Christmas party, client events, awards nights.
Company Continued Professional Personal Development Days (CPD)
· To promote team development and collaboration, quarterly company training/strategy sessions are in place, typically on a weekday from 4.30pm – 6.30pm and often include external speakers to encourage personal and professional growth which, is fully funded by the company.
· ARLA level training will be provided with the opportunity to obtain the ARLA Level 6 Qualification funded by the company.
· Additional company sponsored training courses are also available and team members are encouraged to take ownership of their personal and professional development by seeking opportunities to learn.
Pay: £26,000.00-£30,000.00 per year
Benefits:
- Company events
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- Private medical insurance
- Referral programme
