Team Administrator
6 months ago
Company Description
Colliers International is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis.
Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research.
We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.
The UK business is headquartered in London, with 700 specialists throughout 11 offices across the UK and Ireland.
**Job Description**:
- Take an active Personal Assistant role for the team’s lead directors releasing them to perform their duties
- To provide an effective central administration service for a team of professionals in the hotels and resorts property sector.
- To undertake a central role ensuring that the activities of individuals in the team are recorded in corporate administrative systems and follow a standard procedure.
- Obtaining required information from individuals in the team to ensure entry of all contact and job data into central systems and completion of required paperwork.
- Being the ‘Super User’ for the team of bespoke corporate IT Applications (Salesforce, People+, Popl) and department databases. This involves adding contact and job/project information to these central systems and ensuring that corporate checks and procedures are carried out.
- To be in charge of incoming & outgoing invoices and allocations: raising invoices for all the fee earners, chasing debts, helping with monthly forecasts. Making sure salesforce is up to date.
- Creating electronic project files and ensuring files are closed and archived in line with procedures at the end of job.
- Proof reading and checking that proposals being sent to clients include all the required elements.
- To organise UK and International complex travel arrangements, including obtaining visas; booking flights, hotels and events; and completing internal travel insurance forms.
- To assist members of senior management in team with administrative or coordination tasks, such as arranging meetings, sourcing information, sending confidentiality agreements etc.
- To assist Directors with entry of their expenses into the system.
- To provide general assistance to the team in terms of answering phones and dealing with queries, opening post, filing, ordering stationery, etc.
- To be aware of and comply with company and statutory requirements regarding health and safety, fire and hygiene.
- Whilst undertaking the role, the Team Administrator will need to build good relationships with the team, other staff and external organisations.
- Preparing presentations and helping with proposals and job pitches.
- Arranging travel & registration to various conferences & events and also organising smaller client events such as business breakfasts etc.
**Qualifications**:
- Previous experience of providing PA and administrative support to a busy team
- Strong MS Office skills, particularly in PowerPoint, Word, Excel and Outlook
- Excellent verbal communication skills, including the ability to work with busy senior professionals
- Excellent organisational and time management skills
- An accurate typing speed of minimum 60 wpm
- A team player who is able to effectively give and carry out instructions
- The ability to work on own initiative, under pressure and to tight deadlines
A proactive and flexible attitude towards their workload
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