An exciting opportunity to join our West & Wales Building Consultancy Team in providing secretarial / administrative support on a Part Time basis.
Role Overview :
The successful candidate would be required to provide secretarial and administrative support to the West & Wales Building Consultancy Team. Looking at 3 days per week.
The candidate will be highly organise with previous experience working in a busy environment and be able to provide a high level of service too and establish rapport with clients and Savills colleagues.
A self-motivated individual, you will also be able to demonstrate reliability, flexibility and initiative. The successful candidate will be a good team player with good numeracy, verbal and written communication skills, the ability to work under pressure and a willingness to learn.
Team Overview :
Savills culture is one of trust and respect, teamwork and collaboration. Our teams and our clients benefit when we work together, listening to and learning from each other. Above all, we value the motivation of our people. This is evidenced by our wellbeing offer, our capability to facilitate flexible working and our support to enjoy a healthy work life balance.
The West & Wales Building Consultancy Team consists of 3 Directors, 1 Associate Director, and 2 Surveyors. The team forms part of the National Building Consultancy Division who operate out of 14 offices throughout the UK.
Key Responsibilities :
General Administration Duties :
- Assist with preparation of reports/presentations/tenders when required
- Assist with editing and formatting Excel spreadsheets and Word documents
- Update business development materials incl. brochures, CV's, case studies and website biographies.
- 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
- Assist with ISO and compliance Audits
- Working alongside others to ensure the team are up to date on latest Compliance procedures and HMRC regulations.
- Terms of business, conflict checks, clients and counter-party compliance
- Diary management
- Occasional minute taking and circulation at meetings when required
- Arranging travel for team members - flights, trains, taxis, hotels.
- Intermediate to advanced knowledge of the Microsoft Office suite – Word, Excel, PowerPoint and Outlook.
Billings & Expenses :
- Use of Microsoft Dynamics CRM to register and manage client contact details, input instruction details.
- Raise fee invoices in the AX billing system and issue to clients and assist our accounts team with obtaining payment.
- Billings updates, maintenance of Smartsheet, reconciliation and analysis
- Process expense claims for fee earners (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
Key Skills :
- 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
- Enthusiasm to do a high quality job at all times with attention to detail
- 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 Secretarial role 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.