An exciting opportunity to join our Central London planning team based in our Head Office in London on a permanent basis.
Role Overview :
We are seeking a new Administrator to support one of our central London Planning teams based in our Head Office in London. With over 125 members of the London Planning Department, the successful candidate will look after their own team of 16, and will also become a key member of the administrative team of 7, working together to provide day to day support for the department as a whole.
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 :
The team sits within the London Planning Department, which is part of the wider Savills Planning Division, consisting of c. 350 members across 23 UK offices.
Planning is about what can be built where and the influence of social, environmental and economic considerations on physical space. The teams are involved in property portfolio advice, urban regeneration, sustainable urban extensions, renewable energy technologies, retail, marina and leisure development, using processes and techniques to influence plan making and decisions over whether a development should gain planning permission.
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.
- 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 Administrative Duties:
- Diary management to Directors
- Assist with preparation of reports/presentations/tenders when required
- Update business development materials incl. brochures, CVs, 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, laptops etc.
- 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
- Arranging and attending weekly team meetings
- Creating and coordinating e-campaigns/marketing databases
Key Skills :
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
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