Office Coordinator

Role / Team Overview

Role Overview

The Office Coordinator is integral to the smooth and efficient running of the office. The role will involve working closely with the Head of Office and other support teams across Savills such as HR, IT and Health and Safety. This is a busy and varied role that will suit someone who thrives under pressure.

Team Overview

Savills culture is one of trust and respect, teamwork and collaboration. Our teams and our clients benefit when we work together, listening to and learning from each other. Above all, we value the motivation of our people. This is evidenced by our wellbeing offer, our capability to facilitate flexible working and our support to enjoy a healthy work life balance.

The Aberdeen office is an exciting, multi-discipline office that has seen significant growth since it opened six years ago. The Office Coordinator is a varied but rewarding role; the successful candidate will be responsible for the smooth running of the office including reception, as well as providing administrative support to the wider office.

The Aberdeen office currently delivers a number of different service lines including Development, Building Consultancy, Business Space, Residential Sales, Farm and Estate Sales and Rural Land Management.

Key Responsibilities Of The Role

Providing support to the Directors and other fee earners as necessary including:

• Greeting visitors to Savills
• Answering calls for the office and dealing with enquiries in a professional, timely and pleasant manner
• Maintaining upkeep of the office
• Managing the booking of meeting rooms for internal and external meetings
• Organising refreshments and ensuring rooms are set up for each meeting
• Keeping office brochures, property lists, magazine and papers up to date
• Diary management, including internal and external meetings, travel and hotel bookings when required
• Processing expenses claims
• Updating and/or producing schedules, spreadsheets, presentations, reports, pitches and correspondence
• General admin duties to support the various departments within the office
• Filing, archiving, binding reports and photocopying
• Proactive daily management of Dynamics data including; raising invoices, fee share allocation and jobs
• Uploading property brochures to Savills and external websites
• Co-ordinating and undertaking email mailing campaigns
• Assisting with the co-ordination and management of client events
• Processing incoming post and franking outgoing post
• Assist HOO with fulfilling Health & Safety duties as detailed on the Office Health & Safety Checklist held on Connect. Health & Safety contact for office to include the following (all in accordance with the H&S Manual as updated from time to time):
• Management of office contractors in accordance with Company guidelines
• Co-ordination and management of archive storage
• Ensure all holiday and other leave records are maintained and payroll notified on a monthly basis
• Monitor general upkeep of fixtures and fittings of office. Liaising with building managers to resolve issues.
• Co-ordination of ISO and Compliance Audits
• New joiner administration/induction for new starters in accordance with induction guidelines.
• Report IT system faults
• Ordering of printed stationery, paper and consumables
• Liaising in respect of the management and maintenance of franking machine, security alarms and any other office related equipment/systems.
• Organisation of internal and external office events
• Co-ordination and production of office wide promotional marketing material brochures, adverts etc.
• Petty Cash Handling

Skills, Knowledge And Experience

• Must have experience in a similar role
• Excellent verbal and written communication skills, including a pleasant telephone manner
• Excellent numeracy and Microsoft Excel skills
• Intermediate/Advanced Microsoft Office knowledge incl. PowerPoint and Word
• Excellent time management and organisational skills
• Excellent attention to detail skills
• Good team player but also able to work on their own and use their own initiative
• Ability to work under pressure
• Previous experience in a property firm would be advantageous