Team Administrator - London, United Kingdom - Savills

Savills
Savills
Verified Company
London, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

A self-motivated individual, they will also be able to demonstrate reliability, flexibility and initiative.

Team Overview:


This team within the Savills London Planning Department is based in our West End office and has 5 Directors, 4 Associate Directors, 2 Associates, 4 Senior Planners and 6 Graduates.

The London Planning team is an integral part of the wider national Planningdivision which has been awarded the largest planning consultancy in the UK for seven years in a row with over 300 staff members.


We act for a broad range of clients from housebuilders, developers and investment companies covering mixed use planning and urban regeneration, retail, residential, industrial and warehousing projects throughout the region.

We are committed to providingclients with a superior level of service and high quality industry-leading advice.**Key Responsibilities :**- Providing full administrative support to the team, including; diary management (Directors); arranging meetings; processing expenses and timesheets; formatting reports/tenders; opening jobs

  • Raising fee invoices, credit notes and purchase order requests, and management of the team's billing process including fee spreadsheets
  • Ensuring CVs, Case Studies and Team Sheets are kept uptodate
  • Arranging and coordinating team meetings and events
  • Diaries & Meetings
  • Diary management
  • Arranging internal and external meetings and booking meeting rooms
  • Arranging travel flights, trains, taxis, hotels etc (Reed & Mackay system)
  • Setting up conference calls and Microsoft Teams meetings
  • 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
  • Timesheet inputting for Directors
  • 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 Administration Duties
  • 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.

Key Skills:


  • Enthusiasm to do a good job
  • Excellent organisational and prioritising ability
  • Excellent communication skills, both verbal and written
  • Excellent attention to detail
  • Excellent ability to work flexibly and multitask
  • Must be a team player but also have the ability to use own initiative
  • Must be able to cope with routine tasks
  • Dependable team can rely on job holder to produce work to deadlines
  • Ability to work under pressure
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