Team Administrator - London Office Project Management Team.

An exciting new opportunity to join our London Office Project Management Team as our Team Administrator of a permanent basis.

Role Overview :

The role will be to provide administrative support to an established and growing team of project managers, who specialise in the fit-out and refurbishment of offices and mixed-use buildings in Central London. The role will involve spending time in both Savills' London offices at 15 Finsbury Circus and 33 Margaret Street as required.You will be working alongside the Team Secretary / Personal Assistant to provide effective and efficient support to the London Office Project Management team comprising of 24 personnel and the wider Building and Project Consultancy division as required. We are seeking a self-motivated individual with a can-do attitude who has a minimum of two year's previous administrative experience. The successful candidate should be a team player, organised, reliable, flexible and able to clearly prioritise their duties to help the team meet deadlines. They should possess strong communication skills (both verbal and written), a strong aptitude for IT systems (MS Office essential), demonstrate initiative to think on their feet, interact within a busy team and work well independently under pressure whilst maintaining a high level of service and discretion to clients and colleagues.

Team Overview :

You will be joining the London Office Project Management Team which is a fast-paced and friendly team of 24 that work across both our West End and City office locations. The team focus on projects within the Central London Commercial sector and are fortunate to have an enviable range of investor, developer and occupier clients; working on tier-one commercial projects in Central London.Most importantly, alongside wanting to select the right candidate for the role, it is also ensuring that the role is correct for you as they grow the team and continue to build on its considerable successes.

Key Responsibilities :

• New Instructions and Report
• Carry out Conflict of Interest checks
• Ensure the necessary job opening protocols are adhered to ahead of opening on Dynamics AX
• Maintain client folders including engagement letters, onboarding forms etc.
• Downloading the relevant reports on request of the fee earners
• Instruction house-keeping on Dynamics AX e.g. closing instructions once completed etc.

Billing and Expenses :

• Raising and managing PO numbers on MyPurchasing for suppliers
• Monitor aged debt reports and assist with resolution
• Process expense claims on behalf of fee earners on the Concur system
• Monitor disbursements
• Use of Microsoft Dynamics AX to register and manage client contact details, raise fee invoices; issuing these to clients and assisting our accounts team with obtaining payments.

Diaries and Meetings :

• Arranging internal and external meetings
• Booking meeting rooms or restaurants as required
• Minute taking where required
• Manage and book travel arrangements where required
• Working alongside the PA to organise client and staff events (and attending where required)
• Attend team meetings and take minutes where required

• Answering telephone calls, taking messages and handling queries
• Printing / scanning / photocopying / binding / filing / archiving where required
• General administration tasks i.e. scanning documentation, distributing post, ad-hoc copy typing etc.
• Direct liaison with Clients and Savills colleagues whilst maintaining a high-level of professionalism.
• Support the wider team with general secretarial duties and provide holiday cover as required.
• Setting up files and maintaining filing systems
• Production, formatting and proof reading of reports to ensure it adheres to brand standard.
• Support fee earners when preparing tenders and bids by gathering information• Keep all team information files up to date e.g. department brochures, mailing lists etc.
• Maintain records required for internal and external audit purposes
• Develop and maintain active communication both within your team and other teams.
• To exercise confidentiality and discretion at all times

Key Skills :

• Previous administration experience is essential.
• Intermediate knowledge of Microsoft Word / Excel / Powerpoint / Outlook is essential.
• Dependable- can be relied upon to work to deadlines and cope with routine tasks and administration.
• Excellent prioritisation and time management skills
• Strong attention to detail and organisational skills
• Continuous improvement: delivers efficiency in addition to effectiveness
• Excellent communicator and team player but also able to work independently and use their own initiative.
• Self-starter who relishes challenges and strives for the best
• Strong team player: builds relationships and consults with others, quickly establishes trust and credibility.
• Strong verbal and written skills
• Excellent attention to detail

• Microsoft Office (including Word, Powerpoint, Excel and Outlook)
• Dynamics (Training will be given as this is a bespoke Savills software package)
• PDF Nitro
• Concur (or applicable expense software)
• Reed & Mackay (or applicable travel agency)
• Smart Sheet
• Canva
• Brandcast

Find out more about Savills offer

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.