Team Coordinator - Planning

Job Description

Overview

THE FIRM

[Employer hidden — view at passion-project.co.uk] is an independent, market leading property consultancy. Headquartered in London with offices in Scotland and Manchester. Our work encompasses planning and development, property management, specialist valuations and transactions across the United Kingdom.

We’re a group of people that are excellent individually and exceptional together. We’re people that care about people, not just bricks and mortar. We care about our legacy, we create spaces that people use to live, work, communicate and connect.

We’re a partnership and the people who run the business are empowered to create their own teams to exceed our client’s requests. This highly flexible and collaborative approach, tailoring the talent to the complexity of the work, has enabled us to develop an exceptional business that has spanned nearly a century.

We encourage an honest and straight forward approach to our work and relationships. We embrace individuality, whilst relying on working together and never accepting the status quo.

We give everyone the opportunity to be the best version of themselves. We trust and support each other. We recognise that our people are the heart of our success and only by identifying, supporting and promoting them will we be able to provide continued outstanding client service.

Together we are [Employer hidden].

[Employer hidden] is committed to maintaining an inclusive work environment. One that embraces all everyone. Read more here.

THE TEAM

The expert Planning team comprises around 109 people across our 2 offices.

This role is to sit within a team in our Planning Department (led by Craig Blatchford and comprises 5 Teams across 2 offices with 109 people):

• Commercial
• Central London
• Historic Environment & Townscape (HEaT)
• Housing & Land
• Scotland

Responsibilities

ROLE OVERVIEW

To provide administrative support to the Commercial team, shared support to the HEaT team together with helping out the rest of the team in the Planning Department especially when others are on leave, etc. You will assist with the delivery of client services and wider Partnership tasks. We require a minimum of 3-day office attendance with 4 on the first three months of employment.

• Diary management including organising meetings with internal teams within the Firm and with external clients, following up and confirming meetings and booking meeting rooms
• Setting reminders for meetings, appointments and other important tasks
• Organising travel arrangements as necessary and dealing with any related matters as requested
• Set up and oversee team induction for new starters in the team
• Dealing with email, correspondence, calls, and meetings including high value / sensitive / confidential information
• Taking notes at meetings, preparing the minutes and subsequently distributing to all participants when required
• Formatting of documents - reports, letters, bids, agendas, briefing/advice notes, fee proposals, proofs of evidence, rebuttals
• Organising the printing of document bundles
• Issuing fee proposals and following up with Standard Terms of Engagement and instruction
• Know Your Client checks on all new clients – Netsuite (full training given)
• Conflict checks
• Setting up new projects on Netsuite
• Supplier invoices including application fees on Netsuite
• Looking after all billings for some of the Partners in HEaT & Commercial with close monitoring of budgets
• Running billing and timesheet reports
• Coordination of consultant and sub-consultant invoices
• Sending out all invoices to clients and making sure they are filed in the online job file
• Liaising with clients with regards to billing queries
• Maintain and update tender information including CVs and case studies
• Help the other Team Coordinators across the department if/when required
• Willingness and ability to work outside of normal hours, as requested
• Act as first point of contact when team members are OOO
• Any additional duties as reasonably requested

Qualifications

DESIRED KNOWLEDGE, SKILLS, EXPERIENCE & QUALIFICATIONS

• Excellent verbal and written communication skills
• Good with numbers and able to interpret financial information confidently
• Highly organised with strong attention to detail
• Ability to prioritise effectively and work to tight deadlines
• Proactive, forward thinking and self-motivated approach
• Positive, enthusiastic and creative mindset
• Ability to build and maintain strong working relationships across all departments
• Excellent IT skills, highly proficient users of Microsoft packages including Outlook, Word, Excel, PowerPoint and other relevant software
• Reliable, trustworthy and punctual
• Demonstrates discretion, professionalism and tact when dealing with clients, partners, and colleagues at all levels
• Strong team player