Office Manager


SG 101003

Salary - £40,000 Location - Hailsham Permanent


The company provide independent Financial and Mortgage Advice to the public and work in partnership with quality independent estate agents and professional introducers.


    • Office and HR Management
    • Produce Suitability Reports based on the Directors recommendations under the direction of the Adviser
    • Submitt business and data onto in house systems and ensure that the information is correct and up to date
    • Monitor and chase all business by contacting the relevant providers
    • Maintain client files
    • Check mortgage offers and acceptances terms against quotes and feedback any errors
    • Keep clients informed of their situation, by telephone, letter and or email
    • Chase return of applications, signed Reasons Why letters and Terms of Business
    • Keep all Mortgage, Pensions, Protection, Savings, Investments and General Insurance literature up to date
    • Management of administration function and administration team
    • Staff training and competency
    • Generation of administration and introducer reports
    • Quarterly staff reviews
    • Training and development reviews
    • Supporting members of the administration team
    • Updating and maintaining ISO9001
    • Updating and maintaining suitability report
    • EA duties:
    • Switchboard cover 
    • Calendar scheduling and management of KHY diary.
    • Booking client appointments and sending confirmation letters packs
    • Ensuring client files are ready for adviser meetings
    • Creating new client files for with dividers and template documents
    • Producing client letters from audio
    • Scanning all documents received and sent to client to CRM
    • Management of Board and team recurring meetings (papers and invites)
    • Processing outgoing mail, using the franking machine or postage online
    • Forwarding emails to financial advisers and staff
    • Send mail to external advisers weekly
    • Filing, archiving management and any ad hoc office duties as require
    • Lettings/ Property Management duties:
    • Clients property administration
    • Nashopper and Windmill Properties arranging quotations from Tradesmen for repairs
    • Arranging advertisements for properties
    • Liaising with Tenants regarding checking in/out
    • Liaising with other letting agencies
    • Preparing tenancy agreements
    • Setting up tenant files and general file maintenance
    • Applying for refs / guarantors and credit checks
    • Dealing with Court proceedings, making up Court files



    • Previous Office Management and HR Management is essential
    • Experience within a Financial Services environment would be favourable
    • Excellent working knowledge of MS Office and database management
    • ISO9001 experience required so you can manage the process
    • Property Management experience would be desirable

    • Financial Services experience 
    • ISO9001 knowledge

    • 25 Days holidays
    • Pension
    • Bupa - after probation
    • Bonus on company profits
    • Working hours M-T 9-5 and Friday 8-4