We are seeking a skilled and professional individual to provide full administrative and secretarial support to our Building Surveying Team and National Director. As an integral part of the team, you will ensure the smooth management of day-to-day affairs, optimize time usage, and handle sensitive and confidential matters with professionalism and objectivity. This role requires excellent organizational skills, strong communication abilities, and a high level of discretion. If you are detail-oriented, proficient in administrative tasks, and thrive in a fast-paced environment, we encourage you to apply for this rewarding opportunity
The Role
As an administrative and secretarial support for the Building Surveying Team and National Director, your role is crucial in ensuring the smooth management of their day-to-day affairs and optimizing their time. Here are the key responsibilities you would be expected to fulfill:
- Maintaining Director’s office systems, including data management and filing, updating contacts
- Registering new clients / jobs
- Team fee management, including internal recharges, working with the finance team and team members to ensure that fee forecasts are up to date, invoices are prepared, QA’d, and issued to clients in a timely manner
- Supporting the finance team to ensure all project related costs are recorded accurately and recharged to clients were appropriate
- Assisting with reports for the team during busy periods, along with accompanying invoices
- Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action
- Assist with the induction of staff, completing starter/leaver forms and ensuring correct protocol is followed, such as monitoring distributed technical equipment and security issues
- Assisting with scheduling events (both staff and client, making bookings and issuing invite etc)
- Meet and greet visitors and offer refreshments
- Answering incoming calls via Teams and transferring as required
- Aiding with travel/ accommodation booking for team members
Your profile
We are seeking a candidate who embodies a range of qualities essential for success in this role. The ideal candidate should also have a strong background in administrative tasks, including calendar management, document organization, and correspondence handling. However, it’s not just about the technical skills – we are looking for a team player who can work collaboratively with others, an outgoing individual who can build positive relationships, and a flexible professional who can adapt to changing priorities. Enthusiasm and ambition are key, as we seek someone who is motivated to grow both personally and professionally within our organization.
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In depth knowledge of providing administration support to senior management level, with experience of working in/with a professional fee earning team
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Competency in Microsoft Office is essential including Word, Excel & PowerPoint
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A growth mindset and a willingness to both embrace and become familiar with bespoke software packages required for team management and efficiencies
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Ability to interact positively with colleagues, client representatives and consultants / contractors
- Excellent communication skills and professional manner
- Efficient with a good attention to detail
- Displays initiative and able to take ownership of the role
- Ability to handle sensitive information with discretion and maintain confidentiality
