Personal Assistant & Project Coordinator Role.

An exciting opportunity to join our Lettings Compliance and Customer Services Team as a PA and Project Coordinator Role on a Maternity Cover basis.

Role Overview : 

Providing Personal Assistance to x3 Directors within the Lettings Compliance and Customer Services team.

Organising and managing Compliance/Customer Service projects across the Lettings division. Work closely with the wider Lettings Customer Service and Compliance teams in providing support in a number of ways to team members.

Team Overview : You will be working across two teams:

The Lettings Customer Service, consisting of 3 Directors who manage complaints and customer feedback for the Lettings Division.

The Lettings Compliance, a team of 9 who ensure the Lettings division are compliant with the complex legislation, rules and codes of practice within the private rented sector. The two teams work very closely alongside each other along with the Lettings Communications Manager who you will also be supporting.

Key Responsibilities : 

PA Duties:

• Inbox management – including drafting and sending emails as well as inbox organisation.
• Diary management – booking meetings, events and organising meeting rooms and catering.
• Having regular catch up calls with the Directors, planning the week ahead, prioritising workload and ensuring any preparation is done ahead of meetings.
• Attending all team meetings, providing relevant updates and communicating relevant information back to Directors.
• Minute and action taking for various meetings.
• Creating slide content for internal and external presentations.
• Organising and managing The Lettings Industry Council (TLIC) – including booking, arranging and attending the large group meetings, organising smaller working group meetings and taking minutes.
• Communicating with industry stakeholders, adding and introducing new members, managing the website, assisting with industry projects and reports.
• Organising meetings for LARG (Large Agents Representative Group).

Team Responsibilities:

• Providing support for the lettings customer service and compliance team where necessary and processing invoices.
• Managing and co-ordinating team annual leave.
• Managing the MS Teams channel for the team.
• Producing the quarterly compliance report.
• Creating and reviewing the team business plans.
• Creating and sending out the lettings compliance, customer service and communications bulletin using the Exact Target system.
• Processing invoices using the Savills Financial Tools system.
• Providing support to the Lettings Communications Manager with external newsletters and marketing materials. 
• Managing updates to lettings templates and guides and keeping the letter templates Smartsheet up to date.
• Hosting online training sessions on Teams or Zoom.

Key Skills : 

• Qualifications: ARLA Property mark Technical Award (desirable but not essential)
• Previous experience in PA role.
• Previous experience working in the lettings industry (desirable but not essential), good IT skills and knowledge of word, excel, PowerPoint, MS Teams, zoom, Smartsheets.
• Good time management and completer finisher, to be able to multi-task and keep control of a number of tasks at the same time, prioritising urgent matters.
• Proactivity to be solution focused and think ahead of ways to improve.
• A positive can do attitude.
• Great team player within their own team and the wider lettings team offering support where required.
• Clear, concise and confident communication, excellent writing skills, good telephone manner.
• Attention to detail in all aspects of all work.

Find out more about Savills offer

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