Team Coordinator

Overview

Admin support for rating advisory: diary, events, marketing, finance & compliance.

Key Responsibilities

• pims management
• invoice processing
• client liaison
• diary management
• document formatting
• inform:me setup

Tasks

Ensure proactive limitation of liability Liaise with clients directly to capture relevant compliance/on-boarding information effectively and efficiently Prepare and send out Terms of Engagement and chase for signed copies on behalf on the Partners Facilitate with the requirements of the various ISO standards Check reports to ensure adequate sign off procedures have been followed Work closely with fee earners to create client and job on Inform:ME Undertake Conflict of Interest checks on PIMS and keep records Responsible for accuracy of invoices and ensure the correct process is followed Ensure job information and work performed is updated in the system to produce invoices throughout the month and in a timely manner, well before month end deadlines Ensure that all fee earners update their timesheets accurately and sending out weekly departmental reminders when this has not been completed Work with fee earners and Finance to ensure that invoices are sent out to clients Ensuring that fee earners’ interactions with clients are up to date To provide administrative support and assistance to the Rating Advisory Department, assisting with the delivery of client services and wider Partnership tasks. Pull reports from the for fee earners and departments Work closely with fee earners and Finance to ensure that client and job files are accurate and up to date. This includes ensuring that all points of contact with the client are up to date in the system in order to allow Finance to communicate with the client for billing instructions and credit control, from the start of a client relationship. -Monty’s Round Up - updates for respective teams and leading to collate information -Updating case studies for teams -Diary management including organising meetings with internal teams within the Firm and with external clients, following up and confirming meetings and booking meeting rooms -WebsiteNotifying of updates needed for team profile pagesNotifying of updates needed for case studiesSupporting teams manage property marketing via Agents Insight -Formatting of documents -Notifying of updates needed for team profile pages -Ensuring information is accurately logged or reported to be logged -Notifying of updates needed for case studies -Updating CV’s for teams -Supporting teams manage property marketing via Agents Insight -Taking notes at meetings, preparing the minutes and subsequently distributing to all participants when required -Manage and organise seminars, client entertainment and other events -Organise travel arrangements -Recording, updating, and working with departmental software platforms such as PIMS -Processing expenses/mileage claims for the team -Respond to invites on behalf of the team -General formatting of documents including letters, reports, meeting agendas, meeting minutes -Ad Maintaining an up to date filing system including file archiving

Requirements

• microsoft office
• powerpoint
• word
• excel
• proactive
• organised

What You Bring

The role requires a proactive approach and ability to work on own initiative. -Highly organised with strong attention to detail -Powerpoint templates - use of font, colours, imagery, layouts -Strong communication skills -Reliable and trustworthy with good time keeping and punctuality; -Proof reading copy - thought pieces, client presentations, minutes -Discretion and tact in dealing with clients, partners and staff at all levels; -Ability to maintain good relationships with other departments in the firm -Word templates - right headers, layout, banners, text size, front pages -Internal comms -Ability to prioritise, work to deadlines and under pressure -Proactive/forward thinking and self-motivated -Capable of working as an integral part of a team; -Montranet - accuracy of information for respective teams -Excellent IT skills, highly proficient users of Microsoft packages including Outlook, Word, Excel, Powerpoint and other relevant software. -Commercially aware and interested in property market and specific team mandates

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Benefits

We give everyone the opportunity to be the best version of themselves. We trust and support each other. We recognise that our people are the heart of our success and only by identifying, supporting and promoting them will we be able to provide continued outstanding client service.

About montagu evans

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