Savills

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

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

  plots

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

  campaigns

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

  to clients

• ï‚·  Liaising with clients prior to new launches; issuing Terms of Business & all necessary documentation
• ï‚·  Developing tools and procedures to ensure that the teams are supported as efficiently as possible
• ï‚·  Proof reading documents
• ï‚·  Full management of the team billings sheet
• ï‚·  Raising purchase orders and managing invoices
• ï‚·  Submitting expenses for Directors
• ï‚·  Managing the petty cash card for the office; ordering office supplies, merchandise and business cards
• ï‚·  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

• ï‚·  Liaising with external suppliers and contractors for all office works
• ï‚·  Providing IT support for the office

ï‚· Proactively supporting the office making processes more efficient Other responsibilities

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

Skills, Knowledge and Experience

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

Type of Assessment for this role:

ï‚· Personality Profile