Team Secretary

5 months ago

London, United Kingdom Savills Full time

**An exciting opportunity to join our Surveying & Delivery Team in the Affordable Housing Division as a Team Secretary.**

**Role Overview**:
To provide office based secretarial and administrative support the Surveying & Delivery Team in the Affordable Housing Division.

**Team Overview**:
The team has 7 Directors, 3 Associate Directors, 1 Graduate and currently 2 secretaries and additional consultants.

We provide a whole range of services to the Social Housing sector including Asbestos Consultancy, Compliance Reviews, DLO Reviews, Electrical Testing, Energy Surveys, Fire Risk Assessments, Investment Planning consultancy, Procurement, Project Management, Stock Condition Surveys, Zero Carbon studies.

**Key Responsibilities**:

- Providing full administrative to support the Surveying and Delivery team. Duties include:

- Develop and maintain active communication with the team to ensure that it is supported and operates efficiently.
- Develop and maintain communication with clients.
- Liaising with Co Sec team on contracts and Call Off Agreements.
- Liaising with Data Protection Officer on GDPR agreements.
- Mail Outs.
- Arranging internal and external meetings including refreshments.
- Booking restaurants.
- Liaise with internal and external clients and their corresponding assistants.
- Registering projects and updating client contacts on database.
- Support the wider team with general secretarial duties.
- Raise regular monthly fee invoices.
- Production, formatting and proof-reading of reports to ensure all to brand standard.
- Creating/editing Microsoft PowerPoint presentations.
- Expenses for fee earners.
- Maintenance of electronic files.
- Attend monthly team meetings as required.
- Assist with compliance to ensure that all procedures are adhered to and keep an up to date record.
- Handling telephone calls, taking messages and covering phones.
- Ordering IT equipment.
- Liaising with IT on any issues with regard to equipment.
- Scanning documentation.
- Assisting with arrangements for internal and events.
- Covering holidays.
- Liaising with up to 30 consultants.
- Arranging Purchase Orders.
- Reconciling fees, debtors and disbursements.
- Conflict checks.

**Key Skills**:

- Excellent level of skill using MS Outlook, Word and PowerPoint
- Excellent organisational and administrative skills
- Attention to detail
- Strong verbal and written skills
- Proactive and able to work on initiative
- Professional and mature working attitude
- Previous experience in a team secretarial/administrator role
- Ability to show initiative and provide a high level of service to, and establish rapport with, clients and colleagues
- Willing to travel occasionally - conferences, training etc.

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.
- Business area- Public Sector/Affordable Housing- Role- Surveying- Locations- Margaret Street, London- Contract Type- Permanent, Full time- Remote Status- This role is office based- Salary- Competitive- Contact Ifra Ahmed Talent Partner - Business Operations - Business Operations

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