Our Company

Colliers International is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types. 

The Team Secretary will work as part of the admin function providing a first class administration service. They will manage a busy workload and be able to communicate effectively with key stakeholders, Surveyors and fellow Team Secretaries to ensure all work is completed on time and communicated back to the relevant teams as necessary.

We are looking for someone with experience of working within a demanding team and capable of taking on additional administrative duties when called upon. An element of flexibility will be required when working towards client deadlines and there may occasionally be a need to work outside of normal working hours. This role would suit a real team player, with excellent attention to detail. The Team Secretary will need to be prepared to get involved in various support/administration work as the tasks may vary over time. A flexible and adaptable approach to the role is key.

Main duties and Responsibilities 

Audio/Copy Typing

• Typing of standard and non standard correspondence including but not exclusively: building survey reports, standard certificates, schedules of condition, schedules of dilapidation, client letters and minutes
• Typing of digital dictation
• Producing drafts for the above work and then amending works as required
• Checking all correspondence to ensure it is error free before it is sent on
• Follow all QA and Standard procedures
• Ensuring urgent work is prioritised and dealt with quickly
• Producing letters and other correspondence using the mail merge and database facilities when necessary
• Outsourcing typing as and when necessary
• Copy typing of letters and documents as and when required
• Formatting/checking documents for any errors and ensuring they are correctly laid out and comply with the correct house-style.

Invoicing

• Issuing fee forecasts to the fee earners and ensuring fee movements are adjusted in line with the monthly deadlines
• Update the CRM system with any changes
• Raising draft invoices and issuing to the fee earners for approval ensuring the billing entity/client details are correct
• Following up the fee earners to ensure invoices are approved and finalised in line with the monthly deadline
• Send all invoices to the team at month end for them to issue to the client
• Ensure all of the above is recorded on the invoicing tracker
• Working with the fee earners to support the collation and logging of third party invoices, ensuring information is correct and issuing to the client’s accounts system (client address, invoice amount and description)
• Liaising with Manchester admin to produce fee forecasts for the Leeds office in readiness for the monthly team meeting
• Running debtors reports for the Leeds office and assisting with chasing up any debtors where appropriates

Administrative duties

• Setting up new jobs on the company’s CRM System, including carrying out conflict checks
• Assisting with the management of all company report templates
• Answering the telephone, taking messages and ensuring they are dealt with in a timely fashion
• Proactively managing diaries in Microsoft Outlook for respective team
• Working with team to coordinate and produce case studies on a monthly basis
• E-mailing information to clients, contractors and suppliers when instructed
• Downloading photographs from digital cameras, scanning photographs and external parties' documents and incorporating into company documents and correspondence as required
• Scanning/printing documents
• Arranging travel for teams as and when requested
• Managing internal database to maintain accurate contact and other relevant information
• Any ad hoc duties as and when required
• Provide support to other Team Secretaries in the Project and Building Consultancy department

Skills and Experience

• Secretarial experience, preferably within the property industry
• Good organisational and communication skills
• Microsoft Office skills
• Proven ability to manage demanding workloads
• Proactive approach to work
• Ability to be flexible and adaptable to the needs of the business
• Knowledge of Building Surveying/Project Management/Quantity Surveying terminology (desirable)