Overview
Our small Canadian-born business was founded in 1978 and has become a global organization that now spans 120 locations across 20 countries. Our expansion has been rapid, but what matters most is the common belief that drives all 5,000 of our people to be a different type of real estate organization. We believe that the places in which we live, work and play have the power to make us happier and healthier, and we are united by a shared sense of purpose, to have a positive impact on people’s lives. In short, we are a global commercial real estate advisory firm with a simple aim: for real estate to play a leading role in creating vibrant buildings, cities and places that deliver long-lasting social value and economic impact.
Responsibilities
Midlands office
Supporting the Regional MD with the tasks described below providing a highly effective EA resource across client relationship management, PR and events, and organizing key internal meeting infrastructure within the Midlands office.
* Ownership of Birmingham office communications/newsletter.
* Liaison with front of house and office manager as required to ensure the office is a good place to work and effective in accommodating client and colleague needs.
* Fielding general enquiries for the Birmingham office liaising with the Birmingham EA cohort to provide constant cover.
Business and client development
* Regular engagement with stakeholders to discuss actions, priorities, expectations and future planning.
* Takes the lead with the Sales Enablement Process, working with stakeholders to ensure that this is effectively managed.
* Work alongside the Design Team.
* Work with Principal and Director’s direct reports to ensure project deadlines are met.
* Help to maintain brand assets and liaise with other departments regarding template updates and formatting.
* Takes the lead in coordinating events, conferences and meetings.
* Host and entertain key client EAs to form sound business relationships to leverage business opportunities.
* Responsible for governance and meeting administration, including preparation of Agenda, circulation of paperwork and minutes.
* Utilise CRM as a key business tool, including managing, updating, reporting and research.
* Identifies and implements improvements in tasks/processes.
* Open accounts/instruction opening and check conflicts.
* Identify new content to be available via Templafy.
* Ensure all team CVs are regularly reviewed.
* Maintain and keep updated team case studies and where applicable available via Templafy.
Diary management and inbox management / triage
* Provide diary and inbox management with limited interaction, using knowledge and initiative to anticipate and resolve conflicts.
* Takes the lead in coordinating client meetings.
* Acts as a communication arm for Principals, Directors with staff and stakeholders.
* Draft replies to internal and external correspondence on behalf of Principal and Director.
* Book travel, accommodation and compile detailed itineraries.
* Manage travel documents e.g. Passport/Visa applications (as applicable).
Finance
* Assists team in the preparation of quarterly management reports.
* Manage and maintain basic budgets; update WIP.
* Assist the team with the management of debt recovery/cash collection.
* Maintain fee schedules.
* Production of invoices, covering letters and liaison with Finance department, as appropriate.
HR, Training and Development
* Mentors/coaches more junior colleagues.
* Liaison with HR to assist maintenance of administrative and personnel databases, correspondence, including recording and maintaining leave time records.
* Assist with new staff induction to the team.
* Provide absence cover to team members.
* Coordination of Engagedly review process on behalf of Principal/Director.
General admin
* Proactively deals with enquiries on behalf of Principal/Director.
* Create and manage spreadsheets, PowerPoint presentations, Word documents.
* Utilise Business Services to assist with agreed tasks and activities.
* Ensure cloud-based filing systems and archive records are accurate and up to date.
* Proofreading documents.
* Download files (e.g. client sites, land registry).
* Other ad hoc duties as required.
Qualifications
Desired skills and experience
* Establish exceptionally strong relationships with stakeholders, their clients and clients’ assistants.
* Influence, negotiate and manage conflicting demands.
* Build trust and strong networks internally and externally.
* Recognised as an ambassador for change, play an active role in driving improvements.
* Be client focused, understand expectations and requirements of stakeholders.
* Ensure needs of both internal and external clients are met.
* Demonstrate flexibility and resilience.
* Expert and role model behaviours.
* Advanced skills in Microsoft Word, PowerPoint, Excel, Outlook, Templafy.
* High level of experience with CRM.
* Ability to accurately audio and copy type.
* Accurate note taker.
* Proactive and forward thinking.
* Assertive and confident.
* Highly organised.
* Effective communication skills.
* Maintain client service mindset.
* Team player.
* Critical thinker.
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