Job Description
Team assistant\n\nPermanent\n\nTottenham court road (4 days in a week)\n\n£40k base, 10% bonus, £4,000\n\nKey Responsibilities:\n\nWorks flexibly as a member of the team in the office to deliver the following:\n\nComplete letters, reports, presentations, invoices, conflicts checks and related documentation with accuracy and speed using the appropriate IT package for the job, Word, Excel, PowerPoint.\nProof reading and correcting spelling, grammar and formatting of reports before submission to clients. Cross checking facts and figures in various reports and appendices to ensure correct and consistent presentation of the report.\nMaintain file records databases and archive material (hard copy and electronic) in efficient order. Ensure all information is stored securely but available to relevant members of staff.\nRaise and send out asset invoices / fee invoices / opening cases on NetSuite / liaising with Finance in respect of realisation paperwork.\nAssist with sales by preparing marketing collateral and assisting with sales process: dealing with enquiries, managing databases, managing mailshots; monitoring cash receipts into our bank accounts / liaising with staff on site / dealing with buyer's invoicing queries such as invoice amendments / telephone calls coming into London's switchboard.\nAssist internal clients (Real Estate team, Lending & Transactions team and Legal team) with queries, and respond in a professional and timely manner.\nUse email effectively to support the team in delivery of business objectives.\nMaintain work and engagement records through Excel databases, Epona and Salesforce.\nProcess initial NDA requests and associated documents through company systems.
Speak to various third-party representatives to obtain real estate related information.\nProvide administrative assistance to the Senior Director, Real Estate and broader Real Estate team as well as the Managing Director, Lead Transaction Counsel, EMEA & APAC and the Managing Director, Head of Lending and Transactions EMEA, including calendar management, travel arrangements and venue booking, event arrangements management, preparing and processing expense claims.\nAssisting the Legal Team with all consultant contracts, by adding all consultant details on a tracker. Upload documents onto DocuSign for signature once approved.\nAssist with management of law firm onboarding (including responding to KYC/AML information requests) and invoicing.\nAssist in chasing overdue invoices and monitoring for their receipt.\nCoordinate internal and external meetings, along with the production of meeting agendas and supporting materials, as necessary.\nCover for other members of the Administration team when necessary (e.g. during annual vacation, sick leave absence etc.).\nAssist in ad-hoc projects as required.
\n\nKnowledge, Skills & Abilities:\n\nKnowledge of Microsoft Office package as an advanced user of all applications (in particular, Word, Excel, PowerPoint).\nAbility to maintain strict client confidentiality is essential.\nPossess relentless attention to detail and impeccable organisational skills.\nThrive in a fast-paced, entrepreneurial culture and manage multiple and shifting priorities.\nProactive attitude and able to take initiative and offer ideas.\nDemonstrate excellent verbal and written communication skills.\nDemonstrate ability to prioritise based on importance of deadlines.\nAbility to form effective working relationships within the business at all levels and with clients.\nDynamic and energetic approach, comfortable dealing with several conflicting deadlines and variety of tasks.\nGood with process management and following a set out approach, using templates and able to apply logical thinking.\nFast learner who enjoys being challenged and doing new things.\nTouch typing skills would be a plus.Education & Experience:\n\nRelevant experience within a fast-paced financial or professional services organisation in an administrative / secretarial / project coordinating role.\nExperience of performing successfully under pressure and in a fast-paced environment.\nSome experience of managing process / projects.\nExperience of handling client queries. \n\nAdecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.\n\nBy applying for this role your details will be submitted to Adecco.
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