Team Administrator Cardiff Planning Team

**Current Team Information**

The Savills Cardiff Planning Team is based in Savills Cardiff office and has 3 Directors, 2 Associate Directors, 2 Associates, 2 Senior Planners and 3 Planners and Graduates, in addition to an Economics Team which has 1 Director, 1 Associate Director and1 Senior Economist. The Team forms part of the National Planning Division who operate throughout the UK.Savills Planning has been identified by the Planner Magazine as the largest planning consultancy business in the UK for the last 7 years.

We act for a broad range of clients from housebuilders, developers and investment companies covering mixed use planning and urban regeneration, retail, residential, industrial and warehousing projects throughout Wales and the UK. We are committed to providingclients with a superior level of service and high quality industry-leading advice.

A self-motivated individual, they will also be able to demonstrate reliability, flexibility and initiative.

**The Role & Key Responsibilities**

Diaries & Meetings
- Team Administrator and PA to Directors
- Diary management
- Arranging internal and external meetings and booking meeting rooms
- Arranging travel - flights, trains, taxis, hotels etc (Reed & Mackay system)
- Setting up conference calls and Microsoft Teams meetings

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
- Timesheet Database management for Directors
- 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 Administration Duties
- PA to Team Directors
- 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 - Terms of business, conflict checks.
- Creating and coordinating e-campaigns/marketing databases.

**Skills, Knowledge and Experience**

Technical experience:

- Intermediate to advanced knowledge of the Microsoft Office suite - Word, Excel, PowerPoint and Outlook.

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
- 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

**Type of Assessment for this role**:

- 2/3 stage interview
- Personal Profile
- Skills Tests (MS Office)