Opportunity Description
Permanent, Full Time
Role Overview :
The role will be providing administrative support to the Energy & Infrastructure, Social Value and
Impact teams within the Savills Earth Division, which is a fast paced, professional and friendly
department, ranging from Graduate to Director level. The job holder will also assist the national
Savills Earth and Planning Divisions management team in the day-to-day running of the divisions.
The candidate should be highly organised, with previous experience working in a busy
environment and be able to provide a high level of administrative assistance.
A self-motivated individual, they will also be able to demonstrate reliability, flexibility and
initiative.
The successful candidate will be a good team player with good verbal, numerical and written
communication skills, the ability to work under pressure and a willingness to learn.
Team Overview :
These teams sit within the wider national Savills Earth Division and are closely aligned with
national Planning Division, run by the same management team.
We offer practical advice to support clients to develop strategies and working practices that
turn sustainability targets and commitments into reality and embrace the change needed to
improve the effects that property has on the planet.
Key Responsibilities of the Role :
• Providing full administrative support to the team, including; diary management
(Directors); arranging meetings; processing expenses and timesheets; formatting
reports/tenders; opening jobs.
• Raising fee invoices, credit notes and purchase order requests, and management of the
team’s billing process including fee spreadsheets
• Ensuring CVs, Case Studies and Team Sheets are kept up-to-date
• Arranging and coordinating team meetings and events.
• Timesheet inputting for Directors
• Production of resourcing time schedules for fee earners in Excel
• Billings updates, maintenance of billings schedules, reconciliation and analysis in Excel
• Reconciliation of personal billings and business generation schedules in Excel
• Process expense claims for Directors (Concur system)
• Raising and managing PO numbers on My Purchasing for Suppliers, including Consultant
invoices.
• Monitor aged debt report and assist with resolution
• Monitor disbursements
• Assist with preparation of reports/presentations/tenders production when required
• Update business development materials incl. brochures, CV's, case studies and website biographies
• Printing/scanning/photocopying/binding/filing/archiving when required
• Internal and external event planning and business development meetings
• Answering telephone calls, taking messages and handling enquiries
• Assisting and escalating team IT issues/enquiries
• Responsible for ordering and maintaining team related equipment e.g. business cards
• Liaise with other Administrators within the wider Division on an ongoing basis
• Keep up to date with any Company changes which require communication and actioning
• New joiner administration/induction for new starters in accordance with induction guidelines.
• Assist with ISO and compliance Audits
• Working alongside others to ensure the team are up to date on latest HMRC regulations
• Terms of business, conflict checks
• Creating and coordinating e-campaigns/marketing databases. Skills, Knowledge and Experience:
• Enthusiasm to do a good job
• Excellent organisational and prioritising ability
• Excellent communication skills, both verbal and written
• Excellent attention to detail
• Excellent ability to work flexibly and multitask
• Must be a team player but also have the ability to use own initiative
• Must be able to cope with routine tasks
• Dependable – team can rely on job holder to produce work to deadlines
• Ability to work under pressure
Technical experience:
• Excellent administration and time management skills
• Excellent IT skills- Microsoft Office, Outlook, Word, Excel and Powerpoint
• Excellent communication skills
Type of Assessment for this role:
• I/2 stage interview
• Personality Profile (OPQ Testing)
• Skills Testing (eg excel, word)
Please note, we will use your personal data to respond to your application. For further details, or to view our Privacy Notice or Group Equality & Diversity policy, see our website - savills.co.uk.
Savills is a Disability Confident Committed Employer.
Savills is an accredited Living Wage Employer.
Savills is a member of Stonewall’s Diversity Champion programme – ensuring all LGBTQ+ staff are accepted without exception in the workplace.
Our network of highly qualified and experienced Facilities Managers is integral to the service delivery of effective property management on behalf of Savills, in line with business guidelines, industry regulation and best practice. The Regional Facilities Manager (RFM) will act as the lynchpin between the site-based management team, service partners and the management surveying team.
The service is provided not just by an individual RFM but with the support of a central network of highly experienced and skilled professionals providing a range of services and facilitating access to Savills central resources: Regional Director, administration and co-ordination support, holiday and absence cover.
In partnership with the Management Surveyor the RFM delivers high-quality property management services to the benefit of Savills’ clients and occupiers. They actively manage risk and liability by ensuring full statutory and legal compliance through regular inspection and audit, preventing and acting on risk by working in conjunction with our service partners. Supply partner management is key, and they ensure excellent service levels to maintain the property with a planned, preventative approach.
Usually, Building Managers work with the RFM to deliver this service at site level. The Building Management role is very important: they are the day-to-day face of Savills to the occupiers and service partners on that property, they manage the immediate site operation, and they are the link between the occupiers and the business. Whilst the role is different to the RFM they work in partnership to keep the property compliant and safe, but also to enhance the engagement between occupiers by arranging building wide events, creating a sense of place in the property and delivery best in class building management.