Team Administrator - Transactions

at  Newmark

JOB DESCRIPTION

An exciting opportunity has arisen for a highly organized and detail-oriented Team Administrator to join our Birmingham Office as a Transactions Team Administrator. This role is perfect for a proactive individual looking to expand their business skills in a fast-paced, collaborative environment where no two days are the same. There is scope for this role to evolve and develop over time working closely with our Partners in this business area

ABOUT THE ROLE AND TEAM

The role will be reporting into the Head of National Industrial Agency based in the Birmingham office. The role wills support the National Industrial Team of approximately 20 people, and the Capital Markets and Office team of 5 fee earners based in Birmingham. The role will also be providing administrative support to the partner group.

KEY RESPONSIBILITIES:

• Comprehensive Administrative Support: Provide a full range of administrative services, including:
  o Word processing (copy and audio), document formatting, filing, printing, scanning, photocopying, and binding.
  o Regular file review, archiving, and championing the online document management system.

o Managing team expenses and processing invoices as needed.

• Diary & Meeting Management: Coordinate complex schedules, book internal and external meetings, arrange meeting rooms, and organising the setting up of meeting rooms and refreshments as required.
• Website & Client Liaison: Regularly update our website with available properties, handle incoming enquiries (and subsequently follow up), and arrange property viewings with potential clients.
• Project & Job Management: Oversee the complete job lifecycle for all team projects, including:

o Drafting Terms of Engagement and securing client agreements.
o Collaborating with the Client Operations Team to upload jobs/files into the system.
o Ensuring compliance documentation is complete and assisting with fee forecasting, WIP, and audit preparation.
o Compiling data and metrics for team reporting.

o Organise and maintain online drives.

• Client Interaction: Handle phone calls on behalf of Partners and fee earners, resolve internal and external queries, and deliver exceptional client service.
• Team Coordination: Organise team events, support client meetings, and maintain CRM and client portals with accurate, up-to-date information (web listings etc).
• Oversee and coordinate local team markets, CV’s, track records and liaise with the BD team for pitch documents.
• Document Preparation & Compliance: Prepare bid documents, reports, correspondence, and meeting minutes to a high standard, ensuring timely delivery in line with the firm’s Quality Assurance and Health & Safety protocols.
• Cross-Department Liaison: Work closely with HR, ICT, Marketing, and Facilities to address team needs and facilitate smooth operations.
• New Starter Support: Assist with the onboarding process for new team members, providing guidance on administrative processes.
• Market Awareness: Develop an understanding of the market in which the team operates, staying informed of key trends and activities to help anticipate team needs and better support client work.
• Ad-hoc Support: Support the National Head of Industrial and Logistics Agency on various departmental management tasks and contribute to projects as required.