Current Vacancies

PA to Head of Region and Office Coordinator - Wandsworth

Job Description:

  • Report directly to Robin Chatwin
  • Be party to confidential/ sensitive information, which you will be required to keep confidential
  • Become a key point of contact between Robin Chatwin and all of the south west London offices, the HR Manager and other Savills support departments. The management of these relationships will be vital for the success of this role
  • Also Office Coordinator Role within Wandsworth

Key Responsibilities:

PA to Head of Region

  • Taking and looking after Robin’s calls especially when he is out of the office or away from his desk
  • Managing his diary
  • Monitoring his email
  • Organising south west London HOD/HOO meeting, producing agendas and minutes for these
  • Organising RC visits to the SW London office meetings regularly and arrange for him to meet HOOs
  • Deal with his expenses
  • General letters, pitch reports etc.

Office Administration duties will include:

  • Organisation of any office maintenance required - leaks, electrical problems etc
  • Monitoring and purchase of office supplies e.g. tea/ coffee etc.
  • Management and liaison with cleaners/cleaning contractors
  • Organisation/Renewal of car parking permits
  • Liaising with HR to placing advertisements, arrange interviews
  • Co-ordinating holiday and holiday cover
  • Being front of house in reception area, meeting and greeting clients and introducing them to the appropriate person.
  • To provide an efficient and proactive administrative support service to the Sales Negotiators within the Residential Department in the Clapham, Wandsworth and Northcote Road.
  • Collating sales brochures including liaising with printers/suppliers/clients
  • Brochure production including adding to website, liaising with floor planners, photographers etc.
  • Maintaining Reapit database
  • Ensure that files are compliant
  • Book, organise and collate local weekly advertising
  • General office administration including filing, updating brochure displays, post, brochure mail outs and maintaining a tidy reception area.

Payroll

  • Maintaining a record of and notifying payroll on a monthly basis of all staff absences as a result of illness

IT

  • Notifying IT/HR of Joiners, Leavers, name changes and distribution list changes
  • Ensuring joiners are placed on IT induction course
  • Liaising with IT regarding desk changes and movement of equipment
  • Report IT system faults
  • Back up of local applications

Administration

  • Ordering of printed stationery, paper and consumable from Company agreed suppliers and from stock list
  • Ordering Mobile Phones
  • Liaising in respect of the management and maintenance of franking machine, faxes, security alarms and fire fighting equipment
  • Telephones - reporting of faults/change, joiners/ leavers etc
  • Liaising with Department to ensure all telephone/mobile lists are kept up to date

Accounts

  • Purchase invoices – coding/ checking accuracy coding and passing for payment - admin and queries
  • Organise monthly commissions

Health and Safety

  • Fire Alarm - weekly check of alarm, monthly check of emergency lighting
  • Work Place Risk Assessments
  • Induction of new joiners, advise/guidance and training of office staff
  • Carrying out monthly H&S actions as requested by H&S department in accordance with the Safety Management System
  • Report work place accidents

Training

  • Training requirements and liaison with Training Department
  • Booking new joiners onto any training courses that might be required

Personnel

  • Liaising with HR Manager in a timely manner regarding:
  • recruitment, offer letters, terms etc.
  • Notification of leavers and changes
  • General personnel admin
  • Staff problems - liaison with support staff, HOO and HR Manager
  • Refer all Disciplinary matters/Grievance Procedures and Redundancy issues to HR Manager
  • Managing the relationship and terms (with the assistance of the HR Manager) between the office and preferred recruitment agency (if applicable)
  • Carry out local office induction for new joiners
  • Appointing mentors
  • Carry out recruitment and first interviews of support staff

General

  • Reminding staff re: deadline dates for expenses, timesheet etc
  • Management of local file archiving
  • Management of local technical library
  • Management of office keys/ entrance codes

Candidate Profile:

  • The successful candidate must be able to deliver under pressure, with excellent organisational and time management skills 
  • The candidate must remain discrete at all times
  • The candidate will be well presented and confident in dealing with clients both in person and over the phone 
  • Excellent communication skills, meticulous attention to detail, and a good knowledge of Microsoft Outlook, Word, Excel and PowerPoint are essential
  • Must be a team player

Application Details:

Please apply via e-mail enclosing a CV and your current salary details to:

Annabel Willis
annabel.willis@savills.com

Salary details available upon application, commensurate with experience and skills.

You are also invited to complete the following: Equal Opportunities Monitoring Information Form

The Company is an Equal Opportunities Employer. View our Equality and Diversity Policy.

RECRUITMENT AGENCIES NEED NOT APPLY 

 
 

Key contacts

Annabel Willis

Annabel Willis

PA/Office Co-Ordinator
Residential

Savills Wandsworth

+44 (0) 20 8877 4815

+44 (0) 20 8877 4815