Job Title: Personal Assistant - Valuation
Location: Bristol
We are looking for an enthusiastic PA to join a vibrant team in our Bristol office to work alongside the Partners and the team within the Valuation & Advisory Department. You must be able to provide skilled secretarial, administrative and financial support to Partners and their teams, ensuring that a high-quality service is maintained day to day.
Key Responsibilities:
* File management, archiving and ad hoc duties. Monitoring and completing file opening and closure processes and following relevant procedures in order to ensure that all job and audit protocols are met.
* Typing & formatting of correspondence and reports, binding & scanning documents.
* Using Promaps to create maps for reporting.
* Regular creation of invoices and managing the team’s work in progress records and forecasting. Oversight of team workflow from pending jobs to completion, ensuring full visibility of income.
* Completing job opening forms and registering new jobs on appropriate systems, creation of conflict check reports and creation of appropriate files/letters of engagement.
* Reconciling revenue with work in progress records.
* Monitoring of debtor schedules and action where appropriate.
* Processing expenses.
* Diary Management.
* Co-ordinating meetings & booking meeting rooms. Meetings may involve both internal and external contacts and will include the booking of viewings.
* Travel arrangements for Partners and their teams.
* Sending invitations to clients for events and logging responses.
* Proactive management of team contact databases.
* Accurate message taking for team and managing telephone calls.
* Creating and updating various lists, spreadsheets & schedules using Excel, to an advanced level.
* Maintaining the team’s client relationship management system.
* Act as a focal point of contact, ensuring efficient liaison between team, manager and clients/colleagues/personal contacts.
Knowledge & Experience:
• Proficient in all Microsoft programmes including MS Word, PowerPoint, Excel, Outlook, and Teams.
• Must be able to multi-task and manage multiple priorities.
• Outstanding attention to detail.
Skills & Personal Qualities:
• Exceptional organisation and time management skills.
• Flexible approach to meet the demands of the team.
• Ability to prioritise workload and operate proactively.
• A strong team player who is self-motivated, uses own initiative and works well under pressure.
• Ability to handle confidential and sensitive information.
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