Business Assistant

About the Role

The Business Assistant role in Edinburgh supports Scotland’s Regional Managing Partner as well as the Office Agency Team and Capital Markets Team, playing a critical part in business management and commercial real estate brokerage activities across Scotland. As a key member of the team, you will work closely with several senior figures and have the opportunity to positively influence core aspects of the business. Day‑to‑day responsibilities encompass secretarial, administrative and financial support to ensure the needs of colleagues and clients are met in a thoughtful and efficient manner. • Act as a focal point of contact, ensuring efficient liaison between team, manager, clients, colleagues, and personal contacts. • Support teams in documenting and pursuing business development opportunities in an organized and consistent process. • Develop knowledge of key clients and collaborators to grow and improve client service and relationships. • Organise Scottish events, managing all aspects from material preparation to frontline support. • Create and format marketing collateral, correspondence, and reports using IT and creative skills. • Generate invoices and manage work‑in‑progress records and forecasting on the appropriate system. • Oversee team workflow from pending jobs to completion, ensuring full visibility of income. • Facilitate and coordinate meetings, including bookings, viewings, and liaison with workplace hosts. • Arrange travel for partners and their teams, schedule itineraries, and update diaries. • Complete job opening forms, register new jobs, produce conflict check reports, and set up appropriate files. • Manage file archiving, opening and closure processes, and ensure audit protocols are met. • Prepare and send invitations to clients for events and log responses. • Proactively manage team contact databases and maintain diary schedules for senior executives. • Monitor debtor schedules and take appropriate action when needed. • Process expenses and accurately handle telephone calls and emails. • Create and update lists, spreadsheets, and schedules using advanced Excel functions. • Prioritise workload and assist a busy team with ad‑hoc duties as required. • Undertake voluntary or nominated duties to ensure smooth workflow across the team or business unit. • Attend and participate in meetings as required. • Build strong relationships with internal and external key stakeholders. • Multi‑task and manage conflicting, changing priorities efficiently. • Maintain discretion and a high level of confidentiality. • Take ownership of problems and see them through to solution. • Manage expectations effectively and ‘manage up’ to meet deadlines.

Key Responsibilities

• ▸client liaison
• ▸invoice management
• ▸workflow oversight
• ▸excel reporting
• ▸event coordination
• ▸file archiving

What You Bring

Candidates are not required to have a background in property, but must possess a keen eye for detail, a methodical approach to handling multiple time‑pressured tasks, and the ability to build strong relationships with internal and external stakeholders to add value to business development. • Demonstrate a keen eye for detail and a methodical approach to multiple time‑pressured tasks. • Exhibit excellent communication and interpersonal skills. • Proficient in Microsoft Word, Excel, PowerPoint, and Adobe to an advanced standard. • Highly organised, efficient, and proactive.

Requirements

• ▸detail
• ▸communication
• ▸microsoft word
• ▸excel
• ▸powerpoint
• ▸adobe

Work Environment

Office Full-Time