Office Coordinator

5 months ago

Poole, United Kingdom Savills Full time

**Start date: 2nd September for 12 months.**

We're looking for a confident and enthusiastic individual to provide administration to our Sales team.

**Role Overview**

The Office Coordinator / Administrator is responsible for all of the administrative tasks associated with marketing a property for sale, through to the successful completion of the transaction.

You'll also be responsible for supporting the team with all administration, and provide PA support for the Head of Office.

**Key Responsibilities**
- Provide an exceptional first impression for all customers when handling all lines of enquiries
- Liaise with customers and clients in a professional, polite and respectful manner
- Responsibility for meeting office audit targets, both internal and external
- Oversee the marketing of properties including brochure production, magazine adverts, PR, social media posts, maintenance of website and portal listings, printing sales lists and reverse canvasing using address intelligence software
- Management of all IT systems, including REAPIT
- Recording staff holiday, sickness and processing of timesheets
- Accounts management including petty cash and processing of sales and supplier invoices
- Compliance: ensuring all files are compliant with signed terms of business etc. preparing agency agreements, gathering the correct compliance documentation for the ownership structure of the property and liaising with Savills compliance teams where required.
- General office administration including day to day running of the office, ordering stationary, archiving files, ordering merchandise and looking after the office maintenance.
- Diary management for negotiators, arranging appointments, viewings, market appraisals and meetings for the sales teams.
- Drawing up the agenda for weekly sales meeting and taking the minutes.
- Adhere to the companies’ ISO, Money Laundering, Health & Safety policies as well as the Savills Code of Conduct
- Assisting with the planning and delivery of local events, including preparing guest lists and assisting with sending invitations
- Organisation and ordering of completion gifts for customers
- Assisting with reception cover when needed
- Looking after new starters, ensuring they are correctly set up with appropriate IT etc.
- Responsible for office Health & Safety checks, office First Aider and Fire Warden (training will be given).

**Skills, Knowledge and Experience**
- Excellent verbal and written communication skills
- Takes pride in personal presentation
- Strong people management skills - can motivate team members
- Excellent organisational and prioritising ability
- Meticulous attention to detail
- Ability to work flexibly
- Team player
- Ability to cope with routine tasks
- Dependable - team can rely on the job holder to produce work to deadlines
- Enthusiasm to do a good job

**Assessment applicants can expect during selection**
- 2/3 stage interview
- Personality profile
- Skills testing

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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