Team Administrator

5 months ago

Reading, United Kingdom Savills Full time

**Role Overview**

We are seeking a new Administrator to support the Central Team based in our Reading office, to work alongside another Central Team administrator who is based in or Oxford office.

The Team Administrators are key members of the team, working together to provide day to day administrative support for the Central Team.

**Key Responsibilities**

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.
- 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 Administrative Duties
- PA to Team.
- 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.
- New joiner administration/induction for new starters in accordance with induction guidelines.
- Assist with ISO and compliance audits.
- Working alongside others to ensure the team are up to date on latest HMRC regulations.
- Creating and coordinating e-campaigns/marketing databases.
- Working with the Planning administrator in the Reading office to provide coordinated cover for the whole team, especially during periods of leave.

**Key Skills**
- Intermediate to advanced knowledge of the Microsoft Office suite - Word, 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 occasionally - conferences, training etc.
- Personable team player
- Previous experience in a Team Administrative role or as a PA would be preferred

**Team Overview**

The Central Planning Team is based across our Reading and Oxford offices and comprises a team of 25 staff, divided roughly evenly across the two locations. These teams sit within the wider national Savills Earth Division and are closely aligned with national Planning Division, run by the same management team.

We offer practical advice to support clients to develop strategies and working practices that turn sustainability targets and commitments into reality and embrace the change needed to improve the effects that property has on the planet.

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.

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