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Team Administrator We are recruiting for a Team Administrator on an interim contract for 12 months from June 2024 to May 2025. Your role is to provide administrative support to the senior management team members and their teams. Duties will include shared diary management, managing and booking travel, coordinating team meetings, and managing small projects to a high standard. As a Team Administrator, you will need to have/be: Ability to complete various administrative tasks, including diary management, travel booking, meetings and team administrative support Ability to prioritise workload and manage competing priorities Ability to multi-task and manage multiple requests and tasks Ability to manage and communicate with a range of stakeholders, including senior level stakeholders and internal leaders, managers, and staff IT skills including the use of Microsoft Office suite (e.g., Word, PowerPoint, Excel) Experience of providing administrative support within a business environment Experience of liaising with multiple internal and external stakeholders to successfully coordinate outcomes Details: Rate: £150-£175 per day (inside IR35) Working Hours: Full time Monday - Friday (hybrid 2 days office based per week) Location: Birmingham Duration: 12 month contract Role of Team Administrator: Act as first point of contact for senior manager, departments / team and other stakeholders on administrative services and processes, redirecting and responding as appropriate, and ensuring all tasks are completed to a high standard. Coordinate and manage departmental team meetings to ensure effecting running of meetings and the successful delivery of outcomes, including collating agendas and responses, taking meeting minutes and notes, and managing required actions. Prepare and format briefing packs, meetings papers, presentations and all other documentation for senior management and departmental teams as required. Update and maintain Team, Departmental and Directorate records, databases, and systems to ensure effective functioning of the Directorate and collective team. Gather information, compile reports, and maintain these to support the activities of senior management and departments / teams. File all documentation effectively and maintain the document management system to ensure ease of access across the team. Track all correspondence for senior management and as required draft responses and coordinate required actions. Manage all travel requirements for senior management and departments / teams within policy and budget. Provide ad hoc administrative support including performing specialist related tasks and managing projects through to completion. Maintain continuous administrative support for departments / teams and identify enhancements to continually improve the functioning of the collective team and Directorate.
An exciting opportunity for a Team Administrator to join our Reading office in our Planning Team. Role Overview : We are seeking a new Administrator to support the Central Team based in our Reading office, to work alongside another Central Team administrator who is based in or Oxford office. The Team Administrators are key members of the team, working together to provide day to day administrative support for the Central Team. The candidate should be highly organised with previous experience working in a busy environment and be able to provide a high level of administrative assistance to the team. A self-motivated individual, they will also be able to demonstrate reliability, flexibility and initiative. The successful candidate will be a good team player with good verbal, numerical and written communication skills, the ability to work under pressure and a willingness to learn. Team Overview : These teams sit within the wider national Savills Earth Division and are closely aligned with national Planning Division which are run by the same management team. We offer practical advice to support clients to develop strategies and working practices that turn sustainability targets and commitments into reality and embrace the change needed to improve the effects that property has on the planet. Savills have recently moved into new offices in Reading, at One Forbury Square, providing a market leading working environment for the successful candidate. Key Responsibilities : Billings & Expenses : Use of Microsoft Dynamics CRM to register and manage client contact details, input instruction details, raise fee invoices and issue to clients and assist our accounts team with obtaining payment. Production of resourcing time schedules for fee earners in Excel Billings updates, maintenance of billings schedules, reconciliation and analysis in Excel. Reconciliation of personal billings and business generation schedules in Excel Process expense claims for Directors (Concur system) Raising and managing PO numbers on My Purchasing for Suppliers, including Consultant invoices. Monitor aged debt report and assist with resolution Monitor disbursements General Responsibilities : Assist with preparation of reports/presentations/tenders production when required Update business development materials incl. brochures, CV's, case studies and website biographies. Printing/scanning/photocopying/binding/filing/archiving when required Internal and external event planning and business development meetings Answering telephone calls, taking messages and handling enquiries Assisting and escalating team IT issues/enquiries Responsible for ordering and maintaining team related equipment e.g. business cards. Liaise with other Administrators within the wider Division on an ongoing basis Keep up to date with any Company changes which require communication and actioning. New joiner administration/induction for new starters in accordance with induction guidelines. Assist with ISO and compliance Audits Working alongside others to ensure the team are up to date on latest HMRC regulations Terms of business, conflict checks. Creating and coordinating e-campaigns/marketing databases. Working with the Planning administrator in the Reading office to provide coordinated cover for the whole team, especially during periods of leave. Technical experience : Intermediate to advanced knowledge of the Microsoft Office suite Word, Excel, PowerPoint and Outlook. Skills and Knowledge : Proven administrative and organisational skills Excellent verbal and written communication skills - professional manner, with the ability to work effectively with individuals at all levels Proactive communicator, ensuring all office matters are cascaded promptly and clearly. Enthusiasm to do a high quality job at all times with attention to detail Good numerical skills Good time management skills Self-motivated with the ability to demonstrate reliability, flexibility and loyalty Enjoys working in a fast paced and busy environment, and able to work accurately and effectively under pressure. Ability to show initiative and provide a high level of service to clients and colleagues alike as well as managing expectations Willing to travel occasionally conferences, training etc. Personable team player Previous experience in a Team Administrative role or as a PA would be preferred Find out more about Savills offer Recruitment agencies Savills only pay agency fees where we have a signed agreement in place and that agency has been previously contacted and directed by a member of our recruitment team. We do not pay agency fees when speculative and unsolicited CVs are submitted to Savills or any of our employees other than via our careers website and through our recruitment process. If this is not adhered to, agency fees will not be paid. Submission of any unsolicited CVs or proposals to Savills will be deemed evidence of full and unlimited acceptance of this approach.