Administrator - Planning - Birmingham, United Kingdom - Lambert Smith Hampton Ltd

Lambert Smith Hampton Ltd

Verified Company

Birmingham, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Title:
Administrator

Department:
Planning, Regenertion + Infrastructure (Planning team)

Location:
Birmingham

Hybrid working structure, with 3 or 4 days per week in office

Key focus of job:

Provide a proactive, professional, accurate and efficient administrative support service to the Planning, Regeneration + Infrastructure (PR+I) team in Birmingham (with remote support to other offices as required) in order to meet demanding timescales and requirements of clients.

Relieve Planners and Surveyors of desk based administration tasks to enable them to focus on their fee earning activities.

To act as a conduit on business generation initiatives with the bid teams and marketing to ensure a high quality and consistent approach to the business generation initiatives including preparation of tenders/pitches as part of the team.

Main tasks:

Assisting Directors in collation of monthly fee reporting and ad hoc data collation as required along with business support required for updating Board reports and other Group reporting.

Utilising internal systems (Ebis) to open new jobs, produce invoices and monitor and deal with disbursements

Reporting to and working with Divisional Head of Administration

Acting as liaison and point of contact in respect of incoming calls to the PR+I Team.

Producing accurate letters and reports in both hard copy and electronic formats as required from audio dictation or formatting and amending documents produced by others, ensuring all work produced is to LSH requirements and to agreed deadlines.

Updating internal databases (Prism) with information as required

Opening new files for the team in accordance with divisional requirements (both electronic and paper based as required) and utilising in-house systems to check conflicts of interest

Undertaking day to day administrative tasks within the Department including photocopying, scanning, filing of documents, production of OS Maps

Printing and collating reports, binding and producing electronic versions to particular 2 client requirements using PDF software

Maintaining efficient filing systems in accordance with internal business management systems standards (Quality Assurance) and dealing with archiving of files on a regular basis

Managing key contact and client targeting data for business generation purposes

Attending team meetings and reporting updates on all housekeeping matters related to internal debt/disbursement management if appropriate and updates on internal audit/compliance for the respective teams.

Assisting in bid preparation when required in either Word, Excel or PowerPoint formats

Providing ad hoc administrative cover to other teams during busy periods and holidays

Any other reasonable duties commensurate with this level of post.

Key Skills/Competencies:

Technical Skills

Thorough working knowledge of IT systems, particularly of Microsoft 365 packages including Word, Excel, PowerPoint and Outlook as well as Adobe Acrobat

Capable of working under strict timetables and dealing with a heavy and demanding workload

Customer Focus

Demonstrates and understands the requirements of the customer

Confidently deals with enquiries from clients and the general public

Communication Skills

Confidently expresses a personal view on a situation and is able to share their experience and ideas with the rest of the team

Demonstrates a commitment to self development

Speaks to others with ease and clarity

Personal Qualities

Presents a professional image when dealing with clients

Demonstrates ambition and commitment to self development

Analytical Reasoning

Demonstrates good attention to detail by regularly producing carefully prepared, accurate work

Uses thorough and effective data gathering techniques in all aspects of the work

Organisational Focus

Demonstrates knowledge of the services provided by LSH Group

Able to co-ordinate busy workload and manage surveyor's diaries and meetings

Interpersonal Skills

Demonstrates co-operation and willingness to work with others

Demonstrates good, confident social behavioural skills

Able to work within a team environment, as well as on their own initiative