Team Secretary - Part Time

Job Description

KeyResponsibilitiesGeneral Administration Duties Internal and external event planning (occasional) Answering telephone calls, taking messages and handling enquiries Arranging property viewings and maintaining key schedule Creating property marketing brochures and management of Agents Insight system Creating and coordinating e-campaigns, marketing boards and QR codes Preparation of reports and presentations when required Update business development materials incl. brochures, CVs and case studies Occasional dictation Assisting with editing and formatting Excel spreadsheets and Word documents Printing/scanning/photocopying/binding/filing/archiving ISO and compliance Audits Working alongside others to ensure the team are up to date on latest Compliance procedures and HMRC regulationsTerms of business, conflict checks, Phase 2 & 3 checks for new instructions and clients and counter-party complianceBillings & 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 Work in Progress billings schedules, 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 Diaries & Meetings Diary management Arranging internal and external meetings and booking meeting rooms Occasional minute taking and circulation at meetings when required Arranging travel for team members - flights, trains, taxis, hotels etc (Reed & Mackay system)KeySkills Intermediate to advanced knowledgeof the Microsoft Office suiteWord, Excel, PowerPoint and Outlook 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 occasionallyconferences, training etc. Personable team player Previous experience in a Team Secretarial role would be preferredThe successful candidate would be required to provide full secretarial / administrative support to the Bristol Retail & Leisure Consultancy Team, 3 days per week (days to be agreed).Team OverviewSavills 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 wellbeingoffer, our capability to facilitate flexible working and our support to enjoy a healthy work life balance. The Savills Bristol Retail & Leisure Consultancy Team consists of 5 Directors, 1 Associate Director, 1 Surveyor and a part time administrator. The Team forms part of the National Retail Team who operate out of 7 offices throughout the UK. Using our Nationalcoverage and local knowledge we work across all aspects of retail and leisure property for both landlords and occupiers.We act for a broad range of landlord clients covering shopping centre, high street, retail park and leisure ownerships throughout the region. In addition, we act for a number of operators acquiring premises across varying formats. We are also involved in retaildevelopment and repurposing which, combined with our cross-sector offering, covers all facets of our clients needs. We are committed to providing clients with a superior level of service throughout all disciplines using exceptionally experienced staff todeliver industry-leading advice.Find out more about Savills offer