Team Secretary

Colliers is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers, and investors on a local, national and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The UK business is headquartered in London, with over 1200 specialists throughout 16 offices across the UK and Ireland.

This 12 month contract position, sits within our Project & Building Consultancy team works across the whole of the UK and on various projects within EMEA. They cover a large range of sectors to maximize the potential of our client’s real estate assets and create positive environments for the end user.

Our strengthened team across the UK has expertise in all areas of Commercial Project and Building Consultancy from our offices in London, Manchester, Edinburgh, Bristol, Glasgow, Leeds and Birmingham.  We are a fun, dynamic team offering fantastic opportunities, with involvement in a broad range of activities for interesting clients.  We are looking for confident, articulate and commercially minded talent to join our growing business. 

The Team Secretary will work as part of the admin function providing a first class administration service. They will manage a busy workload and be able to communicate effectively with key stakeholders, Surveyors and fellow Team Secretaries to ensure all work is completed on time and communicated back to the relevant teams as necessary.

Overview

The main duties will include allocating co-ordinating portfolios, allocating inspections, dealing with clients and tenants of properties and supporting the Building Surveyors.  This role will also include typing, producing draft reports, letters and correspondence.  They will be competent working with Microsoft Word and be able to use a variety of IT packages such as Microsoft Excel, Outlook and PowerPoint and have a typing speed of a minimum of 50 words/minute.  This role would suit a real team player who is happy to help out and really get ‘stuck in’ no matter how menial the task is.

We are looking for someone with experience of working within a demanding team and capable of taking on additional administrative duties when called upon.  An element of flexibility will be required when working towards client deadlines and there may occasionally be a need to work outside of normal working hours.  This role would suit a real team player, with excellent attention to detail.  The Team Secretary will need to be prepared to get involved in various support/administration work as the tasks may vary over time.  A flexible and adaptable approach to the role is key.

Key Tasks will include: 

Copy Typing

• Typing of standard and non standard correspondence including but not exclusively: building survey reports, standard certificates, schedules of condition, schedules of dilapidation, client letters and minutes
• Producing drafts for the above work and then amending works as required
• Checking all correspondence to ensure it is error free before it is sent on
• Follow all QA and Standard procedures
• Ensuring urgent work is prioritised and dealt with quickly
• Producing letters and other correspondence using the mail merge and database facilities when necessary
• Outsourcing typing as and when necessary
• Copy typing of letters and documents as and when required
• Formatting/checking documents, ensuring they are correctly laid out and comply with the correct style.

Invoicing

• Collating invoices for different projects, following instruction and guidance from fee earners to ensure information is correct (e.g. client address, amount and description)

Administrative duties

• Assisting the Business Support Manager with the management of all company report templates
• Answering the telephone, taking messages and ensuring they are dealt with in a timely fashion
• Proactively managing diaries in Microsoft Outlook for respective team
• E-mailing information to clients, contractors and suppliers when instructed
• Downloading photographs from digital cameras, scanning photographs and external parties' documents and incorporating into company documents and correspondence as required
• Scanning/printing documents
• Arranging travel for teams as and when requested
• Managing internal database to maintain accurate contact and other relevant information
• Any ad hoc duties as and when required
• Provide support to other Team Secretaries / Business Support Manager during busy times

• Secretarial experience, preferably within the property industry or professional services firm
• Strong organisational and communication skills
• Intermediate to expert Microsoft Office skills
• Proven ability to manage demanding workloads
• Proactive approach to work
• Ability to be flexible and adaptable to the needs of the business
• Knowledge of Building Surveying/Project Management/Quantity Surveying terminology (desirable)

At Colliers, we are committed to providing an inclusive and accessible recruitment process. In line with the Equality Act 2010, we will accommodate any suitable candidate requiring assistance to attend or conduct an interview. If you need any adjustments or support, please let us know when either scheduling your interview or in your application cover letter. We are dedicated to ensuring that everyone has an equal opportunity to succeed and are here to support you throughout the process.