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PA & Sales & Marketing Coordinator, Savills

Hackney Wick, E9
Full Time, Part Time, Flexi Time, Job Share
TBC

PA & Sales & Marketing Coordinator

Job Location

Hackney Wick, E9

Current Team Information

To provide PA support to Benjamin Hobart and provide admin support to the Hackney Wick Team (currently a team of 9, ranging from Staff to Directors).

This is a great opportunity for someone looking to take the next step and develop their administrative and PA skills.

The successful candidate will be a good team player and passionate about delivering the best service to colleagues and clients, with strong organisational and communication skills, the ability to work under pressure and a willingness to learn. Good Word, PowerPoint and Excel skills a prerequisite.

They will have previous PA experience and be able to work in a fun but pressured and busy environment. The candidate will also need to show initiative, be self-motivated, efficient and reliable.

The Role & Key Responsibilities

  •   Providing full PA support to Head of Office and administrative support to members of the team ad hoc personal support to Director when necessary
  •   Diary & inbox management including responding to client emails and organising meetings and appointments
  •   Maintain a high level of professionalism when dealing with clients, applicants and colleagues
  •   Responding to email & telephone enquiries
  •   Managing general office enquiries or issues
  •   Coordinating team meetings including creating agendas and taking minutes
  •   Organisation of client & staff entertainments from lunches to events
  •   Organising and assisting at development launches
  •   Creating daily & weekly reports
  •   Regular use of Reapit – registering applicants to the sales team & preparing and master records/sub

    plots

  •   Creating all office marketing content; Website/Portal Listings, Price Lists, EDM’s, Instagram Stories
  •   Liaising with the marketing team and providing information for Savills Portfolio and PR/ marketing

    campaigns

  •   Ensuring listings, price lists and schedules are all up-to-date
  •   Ensuring all compliance is complete for developments; issuing Terms of Business & all documentation

    to clients

  •   Liaising with clients prior to new launches; issuing Terms of Business & all necessary documentation
  •   Developing tools and procedures to ensure that the teams are supported as efficiently as possible
  •   Proof reading documents
  •   Full management of the team billings sheet
  •   Raising purchase orders and managing invoices
  •   Submitting expenses for Directors
  •   Managing the petty cash card for the office; ordering office supplies, merchandise and business cards
  •   Ensuring all office health & safety and compliance is complete and up-to-date; yearly/weekly/monthly

    routine checks and procedures, as well as being the main point of contact for compliance and the

    annual office audit

  •   Liaising with external suppliers and contractors for all office works
  •   Providing IT support for the office

JD Template Aug21

 Proactively supporting the office making processes more efficient Other responsibilities

  •   Develop and maintain active communication both within your team and other teams
  •   Assisting and covering colleagues in wider department/ business when required
  •   Any other duties commensurate with this role

Skills, Knowledge and Experience

  •   Strong working knowledge of Microsoft Outlook, Word, PowerPoint & Excel.
  •   Meticulous attention to detail.
  •   Excellent verbal and written communication skills
  •   Excellent telephone manner
  •   Excellent time management skills and attention to detail
  •   Excellent organisation, co-ordination and prioritising skills
  •   Ability to multitask and to work accurately and effectively under pressure
  •   Ability to take responsibility
  •   Good team player but also able to work on their own and use their own initiative

Type of Assessment for this role:

 Personality Profile

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