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Admin Assistant - Leeds, United Kingdom - Savills

Savills

Verified Company

Leeds, United Kingdom

1 month ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Overview

Key Responsibilities

Providing full secretarial / administrative support to the Leeds Industrial, Office and Investment Teams.
Use of Microsoft Dynamics to register and manage client contact details, input instruction details, generate fee invoices, fee shares and purchase orders and adhere to compliance procedures.
An understanding of the current antimoney laundering procedures relating to acquisitions and disposals, working with the compliance department to ensure all aspects are met and completed in a timely manner (Training will be provided).
Use of 'Agents Insight' system to ensure that all property enquires are logged and responded to in a timely manner (Training will be provided).
Creating website listings and marketing particulars and ensuring they are kept up to date
Sending property requirements on behalf of clients and producing detailed availability schedules.
Updating and/or producing fee sheets, spreadsheets, presentations, reports, pitches and correspondence.
Attending team meetings and ensuring each team's WIP is kept up to date.
Booking internal and external meetings, travel and hotel bookings when required.
Filing, archiving, binding reports and photocopying.
Ensure the department debtors list is monitored regularly.
Ensuring CRM details are up to date at all times.
Build a collaborative relationship and have regular contact with the PA's throughout the division as well as with other agents.
Exercise confidentiality and discretion at all times.
Dealing directly with clients, over the telephone and taking messages.
Attend team and client meetings and take minutes if necessary.
Processing expense claims for the Directors.
Set up and maintain filing and archiving systems.
Audio/copy typing/report writing and producing documents in MS Word, Excel and PowerPoint.
Ensure all holiday and other leave records are maintained in MyHR for the team. (Training will be provided).
Providing lunch and holiday cover for the Reception manager on a rota basis.
Providing ad hoc administrative support to the Leeds support team.

Key Skills

Ability to multitask and to work accurately and effectively under pressure.
Advanced Microsoft Office skills (incl. PowerPoint).
Experience of working across teams/departments.
Excellent organisational and coordination skills.
Excellent verbal and written communication skills.
Excellent numerical skills.
Excellent time management skills.
Must understand the principles and practice of client care.
Strong proof reading skills and attention to detail.
Reliable and able to handle confidential matters and be discreet at all times.
Knowledge of Property industry software such as Agents Insight not essential but advantageous.

Team Overview
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.