PA and Project Coordinator

at  Savills

KEY SKILLS

• Qualifications: ARLA Propertymark Technical Award (desirable but not essential)
• Knowledge and experience - previous experience in PA/organisational role, previous experience working in the lettings industry (desirable but not essential), good IT skills and knowledge of word, excel, PowerPoint, MS Teams, zoom, Smartsheets.
• Trustworthy: to be able to keep necessary information confidential
• Good time management and completer finisher: to be able to multi-task and keep control of a number of tasks at the same time, prioritising urgent matters.
• Proactivity: to be solution focused and think ahead of ways to improve.
• A positive can do attitude.
• Teamwork: enthusiastic and patient. Great team player within their own team and the wider lettings team offering support where required.
• Communication: clear, concise and confident communication, excellent writing skills, buy-in to our clearly charming tone of voice and a good telephone manner.
• Attention to detail: in all aspects of all work and thinking outside of the box to get the best solutions.
• Figures: Ability to read and analyse figures.

ROLE OVERVIEW

Personal Assistant to 4 x Directors within the Lettings Compliance and Customer Services team. Organise and manage Compliance/Customer Service projects across the Lettings division. Work closely with the wider Lettings Customer Service and Compliance teams, providing support in a number of ways to team members.

PA DUTIES:

• Inbox management – including drafting and sending emails as well as inbox organisation.
• Diary management – booking meetings, events and organising meeting rooms and catering.
• Having regular catch up calls with the Directors, planning the week ahead, prioritising workload and ensuring any preparation is done ahead of meetings.
• Attending all team meetings, providing relevant updates and communicating relevant information back to Directors.
• Minute and action taking for various meetings.
• Creating slide content for internal and external presentations.
• Organising and managing The Lettings Industry Council (TLIC) – including booking, arranging and attending the large group meetings, organising smaller working group meetings and taking minutes, communicating with important industry stakeholders, adding and introducing new members, managing the website, assisting with industry projects and reports.
• Organising meetings for LARG (Large Agents Representative Group).

Team Responsibilities:

• Providing support for the lettings customer service and compliance team where necessary.
• Managing and co-ordinating team annual leave.
• Managing the MS Teams channel for the team.
• Producing the quarterly compliance report.
• Creating and reviewing the team business plans.
• Creating and sending out the lettings compliance, customer service and communications bulletin using the Exact Target system.
• Processing invoices using the Savills Financial Tools system.
• Hosting online training sessions on Teams or Zoom.
• Providing support to the Lettings Communications Manager with external newsletters and marketing materials. Managing updates to lettings templates and guides and keeping the letter templates Smartsheet up to date.