PA / Team Secretary
Role Overview
To provide PA / Secretarial support for highly successful Office Agency, Investment and Lease Consultancy teams within the Agency department based in our Birmingham office.
Lead on correspondence with internal compliance team on behalf of fee earners
• Oversee Anti Money Laundering / due diligence checks on both clients and counterparties through to completion
• Collating relevant property documents including Land Registry Titles, EPC reports
• Running Conflict of Interest checks
• Drafting Terms of Engagement letters
• Ensuring all files are compliant for auditing purposes
Property Listings Management
• Management of online property listings and relevant marketing material
• Management of internal stock schedules and databases
• Creation of in-house particulars using Canva system
Enquiry Management
• Enquiry management via web based system (training will be provided)
• Following up market interest in a timely manner (via phone and email), tracking and advising fee earners of updates
• Production of options schedules for clients when required
Diaries & Meetings
• Diary management for the team
• Arranging internal and external meetings and booking meeting rooms
• Arranging travel - flights, trains, taxis, hotels etc. (Reed & Mackay system)
Billings & Expenses
• Use of Microsoft Dynamics AX 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 sheet update, maintenance, reconciliation and analysis
• Team income management
• Process expense claims for fee earners (Concur system)
• Raising and managing PO numbers on My Purchasing for Supplier invoices
• Monitor aged debt report and assist with resolution
• Monitor disbursements
General Administration
• Printing/scanning/photocopying/binding/filing/archiving when required
• Report/presentation/tenders production, formatting and proofing
• Update business development materials incl. brochures, CV's, case studies, team sheets and website biographies
• Internal and external event planning (and attendance where required)
• Answering telephone calls, taking messages and handling any queries
• Dealing with general IT issues/enquiries for the team
• Liaise with other secretaries within the wider Birmingham office and Business Space division
• Keep up to date with any Company changes which require communication and/or actioning
• New joiner administration/induction for new starters in accordance with Induction guidelines
Click here to download the full job specification. Please ensure you read this before applying.
What we offer you:
- Career and Professional Development
- 25-30 Days Annual Leave, depending on grade
- Life Assurance
- Private Medical Scheme
- Virtual GP
- Global Mobility Scheme
- Rewards Platform
- Company Pension Scheme
- Enhanced Incremental Annual Leave
Find out more about Savills offer
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.
The team comprises 5 Directors and 4 additional fee earners within the Agency Teams based in our Birmingham office.
Due to the current general salary threshold requirement for this role Savills are unable to provide skilled worker visa, sponsorship.
Immigration rules are subject to change by the Home Office and if any new regulations subsequently affect your application/offer with Savills we would need to reassess to ensure we remain compliant in line with the updated guidance as well as the mandatory requirement of valid right to work in the UK.
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.
- Business area
- Commercial Advisory
- Role
- Business Space
- Locations
- Birmingham
- Contract Type
- Fixed term contract, Full time
- Remote Status
- This role is office based
- Salary
- Competitive
Birmingham
Our offer
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Holiday
We understand the importance of a work life balance and offer you a generous holiday entitlement, which increases throughout your career as you progress through our job levels or reach service milestones.
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Health
Your wellbeing and that of your family is as important to us as it is to you. We offer Virtual Gp, Digital Health, Private Medical Scheme and mental health support amongst other benefits.
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Lifestyle
We promote a healthy work life balance, supported by our approach to flexible working and our wide variety of health, wellbeing and social programmes.
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Our Offer
Read more about our benefits and culture in our offer overview below
Values
No matter the role you’re in, we all share one purpose: to help people thrive through places and spaces. This is built into our DNA, shaping the way we behave to deliver the best results. We define it by four key values:
We listen: Tell us your goals and aspirations and we’ll provide the support you need to achieve them. We appreciate the individual value of every team member and create an environment where you can reach your full potential.
We empower: Here, there’s no limit to what you can achieve. We give you opportunities to have a real, positive impact in the community through the work you do, backed by access to our market-leading research and insights.
We challenge: The best results happen when we question the status quo. We create an environment where you can safely challenge our thinking, bringing fresh ideas to the table to innovate as a team.
We collaborate: When you join Savills, you become part of a 40,000-strong network of driven individuals, all sharing their knowledge and experience to push the real estate industry forward.
At the heart of it all, we deliver best-in-class insights and advice to help people make better property decisions. We're looking for colleagues who will help us on this mission. When you join Savills, our ask for you is simple – to be extraordinary, together.
About Savills
Over 40,000 people work for us in more than 70 countries all over the world. This breadth of global coverage, combined with specialist services and market insight, means we'll always have an expert who is local to you.
PA / Team Secretary
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