Team Secretary - Oxford

Team Secretary/Administrator, Valuation
Savills Oxford
Job Description
To provide comprehensive and proactive administrator/secretarial support
to a team of 6 surveyors within the Valuation team and the wider
Development Land department.
With extensive contact with clients and colleagues within the Savills
network, the successful candidate will be a good team player, with strong
organisational and communication skills with the ability to work under
pressure, prioritise work and multi task.
They will have previous team administrative/secretarial experience and be
able to work in a very busy environment dealing with different
personalities. The candidate will need to show initiative, be
self-motivated, efficient, reliable and enjoy working in a busy
interactive team environment. Office hours are 9.00am - 5.30pm.
Primary Objectives:
* Provide full administrative support to the 6 members of the team;
* Provide proactive solutions to assist them and ensure the team
operates efficiently;
* Audio/copy typing and / or formatting reports, spreadsheets,
presentations, pitches, marketing collateral and correspondence;
* Printing, binding, filing and archiving;
* Undertaking compliance and due diligence research (on-line property
search information) for the team;
* Management and maintenance of electronic and hard copy files;
* Email and diary management;
* Organise meetings to include agenda preparation, minutes, chase
action points and meeting room preparation;
* Organising travel, including accommodation and itineraries;
* Management of disbursements, billing spreadsheet and credit control;
* Handling telephone calls, taking messages and covering phones
including main switchboard when required;
* Use of Microsoft CRM database (Dynamics);
* Process supplier invoices;
* Concur expense claims;
* Allocation and management of fee quote requests to the wider national
valuation team;
* Maintain a high level of professionalism when dealing with clients
and colleagues;
* Develop and maintain active communication both within your team,
other teams within Oxford and the wider company.
This list is not exhaustive, any further support which is required for
the running of the wider team.
Skills, knowledge and experience:
* Intermediate / Advanced Microsoft Office knowledge incl. Word and
Outlook and knowledge of Excel, and PowerPoint
* Fast and accurate typing
* Excellent communicator and telephone manner
* Excellent time management skills and attention to detail
* Good team player but also able to work on their own and use their own
initiative
* Excellent organisational skills
* Ability to work under pressure