Team Secretary

5 days ago

Liverpool, United Kingdom Savills Full time

An opportunity exists for a Team Secretary within the Housing Cost Consultancy team based in our Liverpool office. The team comprises of 7 fee earners - 2 Directors, 2 Associates, 1 Surveyor, 1 Project Manager and 1 Graduate.

**Key Responsibilities of the Role**

**Diaries & Meetings**
- Diary management
- Arranging internal and external meetings and booking meeting rooms
- Note taking at meetings when required
- Arranging travel - flights, trains, taxis, hotels etc (Reed & Mackay system)

**Billings & Expenses**
- Use of Microsoft Dynamics AX 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
- Billings sheet update, maintenance, 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

**General & Office Management**
- Printing/scanning/photocopying/binding/filing/archiving when required
- Report/presentation/tenders production, formatting and proofing
- Update business development materials incl. brochures, CV's, case studies, team sheets and website biographies
- Internal and external event planning (and attendance where required)
- Distribution of office post
- Answering telephone calls, taking messages and handling any queries
- Dealing with general IT issues/enquiries for the office
- Responsible for ordering and maintaining office related equipment/systems e.g. franking machine, security alarms, printers, business cards etc.
- Liaise with other secretaries within the wider national Affordable Housing team on an ongoing basis
- Keep up to date with any Company changes which require communication and/or auctioning
- Maintain a record of sickness on HR.Net and notify payroll on a monthly basis
- Ensure holiday is recorded and taken in accordance with Company guidelines
- New joiner administration/induction for new starters in accordance with Induction guidelines
- Carry out Health & Safety duties/checks as detailed on the Office Health & Safety Checklist held on Connect
- ISO and compliance Audits
- Conflict checks
- Management of office contractors in accordance with Company guidelines
- Liaison with landlord (and other tenants if appropriate)

**Skills, Knowledge and Experience**
Minimum of 3 years secretarial experience

**Technical experience**:

- Excellent knowledge of the Microsoft Office suite - Word, Excel, PowerPoint and Outlook
- Previous experience of using an invoicing / expenses / travel booking system is advantageous (training will be provided on all in-house systems), with the ability to pick up new software quickly

**Skills and Knowledge**
- 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 e.g. for proof reading and formatting reports and presentations
- 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, and establish rapport with, clients and colleagues alike
- Ability to cope with routine tasks, in addition to more complex tasks
- Willing to travel occasionally - conferences, training etc.
- Continuous improvement - delivers efficiency in addition to effectiveness
- Someone who has innate curiosity and is eager to experiment and push the boundaries of what is possible
- Cheerful and personable team player, with a good interpersonal skills
- Previous experience in a Team Secretarial role within a similar Professional Services environment

**Assessment applicants can expect during selection**
- 2 stage interview
- Personality Profile
Skills Testing (eg excel, word)

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