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Office Coordinator

3 months ago

Reading, Berkshire, United Kingdom Savills Full time

Role Overview :

Savills Reading is a multidisciplinary office covering Planning, Development, Valuations, New Homes, Lettings and Occupier Services across a team of circa 30 professional and administration staff. Our Reading team are ambitious and constantly seek to raise the profile of Savills and the Reading office teams in Reading and across the Thames Valley. The office relocated to new premises in central Reading in 2023 which has seen Savills business in Reading strengthen and develop further.

The Planning Team is made up of 10 fee earners and is a part of the wider Central Planning Team with a similar number of fee earners based in Oxford. The combined Central Planning Team already has an administrator based in Oxford and further administrative support is required to help the entire team operate efficiently.

The Planning Team acts 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 the region. We are committed to providing clients with a superior level of service and high quality industry-leading advice.

This role will be integral to the smooth and efficient running of the office and the Reading Planning team. The role will involve working closely with the Head of Office, The Head of the Planning team and its Directors as well as other Heads of team in the wider office. This is a busy and varied role that will suit someone who is self-motivated and able to demonstrate reliability, flexibility and initiative.

The role is office based and we offer full time hours – 8:30am to 5.30pm, Monday to Friday.

Team Overview :

Savills culture is one of trust and respect, teamwork and collaboration. Our teams and our clients benefit when we work together, listening to and learning from each other. Above all, we value the motivation of our people. This is evidenced by our wellbeing offer, our capability to facilitate flexible working and our support to enjoy a healthy work life balance.

General Administration Duties :

  • PA to Head of Department and team Director
  • General reception duties, including booking meeting rooms, answering phones and greeting office visitors.
  • Diary management for the team
  • Arranging internal and external meetings and booking meeting rooms
  • Arranging travel - flights, trains, taxis, hotels etc
  • Setting up conference calls and Microsoft Teams meetings
  • 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 etc.
  • Creating and coordinating e-campaigns/marketing databases
  • Working with the Planning administrator in the Oxford office to provide coordinated cover for the whole team, especially during periods of leave
  • Monitor and keep a tracker of the team’s leave and distribute to the team as appropriate.

Planning Team administrator :

Provide administrative support to the Planning team including :

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.
  • Billings updates, maintenance of billings schedules, reconciliation and analysis in Excel.
  • Draft and raise invoices in liaison with fee earners, as required
  • Production of resourcing time schedules for fee earners as required
  • Reconciliation of personal billings and business generation schedules in Excel
  • Timesheet Database management for Directors as required
  • Process expense claims for Directors
  • Raising and managing PO numbers on My Purchasing for Suppliers, including Consultant invoices.
  • Monitor aged debt report and assist with resolution.
  • Monitor disbursements.
  • Assist Head of Office with fulfilling Health & Safety duties as detailed on the Office Health & Safety Checklist.
  • Health & Safety contact for office to include the following (all in accordance with the H&S Manual as updated from time to time)
  • Fire Alarm - weekly check of alarm, monthly check of emergency lighting
  • Regularly review Work Place and Personal Risk Assessments in conjunction with the H&S contact.

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.