Quintain Overview:
Quintain is an award-winning mixed-use property developer in the UK and most famous for Wembley Park, one of Europe’s largest and most exciting transformation projects where we have already delivered thousands of homes, shops, offices, restaurants, hotels and cultural venues as well as supporting a growing community of residents and workers.
This world-famous north west London neighbourhood was named as one of the “best place to live in 2025” and will be the UK’s largest single site of Build to Rent homes, with over 6,000 apartments to be operated by Quintain Living by 2027. Our team already has over 3,500 exceptional Build to Rent homes within its portfolio across ten unique developments. The benefits of renting with Quintain Living includes no deposits or fees, utilities set up and ready to go, lifestyle-led amenity spaces, flexible leases, app-based tenancy management, resident events and a 24-hour service.
At Quintain we operate in accordance with our five company values: Creative, People-First, Pioneering, Sustainable and Proud and the associated behaviours foster a sense of respect, awareness and belonging across the business.
Job Purpose:
* To provide an office management service to oversee the requirements of the Great Portland Street office.
* To provide an efficient and responsive secretarial and administrative service that supports and assists the Chief Financial Officer and Executive Director of Corporate Finance and Treasury and the wider corporate finance, governance, tax, treasury, and investment teams.
Key Accountabilities:
Office Manager
* Greet and welcome visitors in a courteous and efficient manner.
* Manage communications sent to reception i.e. switchboard calls, e-mails, and mail professionally and speedily by answering or redirecting to the appropriate person where possible.
* Oversee the management of meeting rooms and booking system including ensuring the meeting rooms are well presented and appropriately stocked with refreshments plus any catering orders as requested.
* Liaising with contractors to promptly address any facilities related issues and manage contracts/leases i.e. coffee machine, fire extinguishers, photocopier.
* Organising outgoing mail and couriers as required.
* Monitoring and ordering stationary and catering and cleaning supplies.
* Liaising with the Building Manager as necessary to ensure high standards are maintained within the common areas of the building including office security access cards.
* Responsible for managing the Great Portland Street office budget including processing office expenses and purchase order requests.
* Act as on-site First Aider and Fire Warden.
PA and Team Secretary
* Manage Chief Financial Officer and Executive Director of Corporate Finance and Treasury diary including meeting management and co-ordination:
o Manage meetings to ensure the best use of time and filter any unnecessary meetings.
o Arrange reminders for meetings, appointments, and other important tasks.
o Wembley Park site access and tours.
o Ensure all relevant parties are invited, travel arrangements are made, meeting rooms booked and facilities/hospitality/equipment in place as required.
o Provide initiative-taking administrative support, providing any reports or other relevant documents in advance of meetings.
* Draft, type, and edit several types of correspondence and documents (including meeting agendas, minutes/presentations), ensuring that the final documents are presented accurately and professionally. Copying and binding documents as required.
* Scan, photocopy, file, and archive correspondence in accordance with protocol.
* Process expenses and purchase order requests in a timely manner via LMS/Focal Point. Send invoices to the Finance team for payment in a timely manner.
* Manage and coordinate several types of documents requiring approval and signature via DocuSign.
* Maintain a friendly and cooperative interface with all internal and external teams/organisations.
* To collaborate closely with other Team PAs to provide support to each other during busy periods and to ensure there is appropriate cover during holidays.
* Manage and coordinate ad-hoc team events including monthly finance meetings and finance teams bi-annual away days.
* Support the wider team’s ad hoc administrative requirements including financial reminders.
Wider Responsibilities:
As part of the wider Quintain administrative support team, occasionally you may be required to aid other teams, to support the wider business. This will include:
* Providing support to another member of staff in the absence of their PA.
* Providing temporary additional support where, due to heavy workload or otherwise, another staff member needs assistance.
* Ad hoc filing and archiving and keeping the company’s archiving system up to date.
* Corporate Communications support, specifically inbox management and intranet activity.
General Accountabilities:
* Undertake additional relevant duties which fall under the general scope of the role, as directed by your Manager, raising any issues with capacity so they can be properly managed.
* Participate in the full year and half year Performance Development Review process as reviewer and reviewee, meeting the standards and timescales required by the Company.
* At all times ensure that you are understanding and skill level regarding the Company’s IT systems are up to date, as applicable to your role. Undertake IT training as required to ensure full and proper use of the available technology.
* Demonstrate commitment to and align actions with the Company’s values: Creative, People-First, Pioneering, Sustainable and Proud.
* Work within the Company’s policies and procedures, governance framework and standards, as detailed on the Company’s intranet.
* Remain knowledgeable about Group activities, benefiting from all forms of internal communication provided and acting as a positive ambassador for the Company at all times.
* Use materials and resources effectively and efficiently to minimise waste and always consider the impact of potential actions alongside our Sustainability policies and goals before taking business decisions.
Qualifications/Experience/Skills:
* Experienced in providing secretarial support in a professional corporate organisation.
* A Personal Assistant certificate and or minute taking skills and experience would be desirable.
* IT literate with intermediate to advanced Microsoft Office skills (with a particular focus on strong PowerPoint skills).
* Ability to manage a varied workload, prioritising appropriately and working to deadlines.
* Excellent written and verbal communication skills.
* Demonstrate a flexible, enthusiastic, initiative-taking approach.
* Ability to work independently and with minimum of supervision.
* Demonstrate a high level of discretion.
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