At a Glance
- Tasks: Support Directors with admin tasks, document production, and client care in a dynamic team environment.
- Company: Hollis is a leading independent real estate consultancy, dedicated to enhancing property value for clients.
- Benefits: Enjoy flexible working, generous holiday, health insurance, and fun social events with colleagues.
- Other info: Hybrid working available after probation; we celebrate diversity and encourage all applicants.
- Why this job: Join a supportive team culture that values your growth and offers diverse challenges every day.
- Qualifications: Previous admin experience, strong communication skills, and proficiency in Microsoft Office are essential.
The predicted salary is between 28800 - 42000 € per year.
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The Vacancy
The role of a Business Support Specialist (Secretary) is to provide direct support at Director/Senior Associate level and within the Regional Hubs, providing document and report production. You will take responsibility producing documents to a high standard and within agreed SLAs. You will provide day to day administrative support for your allocated Directors/Senior Associates. You will be a key part of your Regional Support Hub, working as a team to complete document requests from Fee Earners located within your region (London & South East).
The Vacancy
The role of a Business Support Specialist (Secretary) is to provide direct support at Director/Senior Associate level and within the Regional Hubs, providing document and report production. You will take responsibility producing documents to a high standard and within agreed SLAs. You will provide day to day administrative support for your allocated Directors/Senior Associates. You will be a key part of your Regional Support Hub, working as a team to complete document requests from Fee Earners located within your region (London & South East).
During the probation period, this role will require someone to be based in the office full time with one day working from home.
The Key Responsibilities For The Role
- Provide administrative support to allocated Directors/Senior Associates, this may include diary management, processing of expenses, travel bookings and other ad hoc tasks.
- Manage the lifecycle of tasks from allocated Directors/Senior Associates through to completion.
- Production of documents/reports from Fee Earners allocated to the Regional Hub. Show initiative within the shared workflow to complete tasks in order of priority and ensure deadlines are met.
- Provide excellent client care to fee earners within regional hubs, assisting with upload of tasks to Hollis Flow, providing guidance where needed.
- Provide updates for fee earners on progress of tasks and deadline management where appropriate.
- Produce all client documents and reports to a high standard.
- Create and amend documents from mark ups.
- Produce all documents using Hollis house style and ensure they are formatted correctly.
- Troubleshoot problem documents.
- Manage any changes to house style (rebranding, etc).
- Preparation of draft emails.
- Proof reading documents for quality.
- Creation and ongoing maintenance of document templates as part of the template administrator team.
- Collating fee earner updates for regular client update reports. Resetting the reports on the system and ensuring fee earner updates are uploaded in time for creation of the report.
- Managing deadlines and ensuring all updates are collated by the client deadline.
- Ensure the appropriate use of version control.
- Ensure all documents are saved into the DMS.
- Use dictation workflows to transcribe emails, letters, etc.
- Produce reports according to the service standards.
- Ad hoc tasks may be delegated by Service Co-Ordinators/PAs.
- Provide support to all operational teams including CV production, Presentations, Visio, HR templates, BD, DT.
- Support the wider support team with ongoing recommendations for improvements to the service offering.
- Support Digital Transformation with testing Office upgrades, Template solutions.
- Previous experience within a similar professional services role, ideally within the same industry
- Office 365 particularly Microsoft Word, Excel and PowerPoint.
- Excellent communication skills and attention to detail.
- Experience working with a document management system (SharePoint would be beneficial).
- Experience using dictation and workflow tools.
- Friendly and approachable.
- A team player, ability to demonstrate company values.
- Excellent client service skills.
- Ability to work to deadlines and meet KPIs for document turnaround.
- Strong organisational skills and ability to multi-task under pressure.
- Fast and accurate typing skills.
- Microsoft Office Specialist or equivalent certification would be beneficial
Hollis is a leading independent real estate consultancy. We work with owners, occupiers, developers and funders, across both private and public sectors, to help them get more out of their real estate, at every stage of the property life cycle.
We’re a multi-skilled team of surveyors, engineers, ESG consultants, project managers and technical specialists operating across the UK, Ireland, Germany, Spain and The Netherlands. We have a unique way of working and believe that people do things better by doing them together. We aim to do the right thing, be clear, transparent and find some fun along the way.
Why join us?
We are hardworking, progressive, successful and fun. We’re independently-owned and independently-minded, not afraid to give honest advice or to be ourselves. We aim to achieve the right balance for you, delivering excellent client service whilst supporting you in fulfilling your potential and achieving your goals.
We offer a highly attractive salary and a generous benefits package including:
- Life assurance and private medical insurance
- Season ticket loan
- 5% Employer pension contribution
- 25 days of holiday and an extra day off on your birthday
- Cycle to work scheme, retail vouchers, gym discounts and more
- EV car scheme
- Longevity awards
We are a sociable bunch and host pay day drinks, quarterly lunches, quiz nights and cultural and sporting activities to socialise and have fun with your colleagues. We also give back and take part in numerous charity events all over the country throughout the year.
We\'re Inclusive
Together we welcome, we embrace, and we celebrate our differences. Our aim is to provide a diverse and inclusive workplace which supports and cares for all our employees, including those from underrepresented or non-dominant groups. We’re focused on a culture of inclusion; where all barriers including prejudice are removed from our working environment; and where all our people are empowered to be the best they can be.
Don’t meet every single requirement? If you would like the opportunity to join Hollis but your past experience is not an exact match, we encourage you to apply anyway as you could be the right candidate for this role or another role within the company.
If you require alternative formats of our documents or need to apply offline, please get in touch with the talent acquisition team: or call us on 020 7622 9555.
Hollis is a leading independent real estate consultancy. We work with owners, occupiers, developers and funders, across both private and public sectors, to help them get more out of their real estate.
We’re a multi-skilled team of surveyors, engineers, ESG consultants, project managers and technical specialists operating across the UK, Ireland and mainland Europe. We have a unique way of working and believe that people do things better by doing them together. We aim to do the right thing, be clear, transparent and find some fun along the way.
Being friendly and down-to-earth has always been crucial for us. We’ve consistently been rated by The Sunday Times, Property Week and Estates Gazette as a ‘best place to work’, and our employee-owned structure proves that we really do put our people first.
Day to day you’ll get to experience and test yourself on a great variety of challenges, with support, encouragement and learning all the way. We’ll help you shape and pursue your own career, making sure you have the training and opportunities you need to achieve your best. And you’ll find we take care of you in a whole range of ways that make Hollis a healthy and happy place to work. We have fun too, with away days and a lively social calendar.
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#J-18808-LjbffrBusiness Support Specialist in London employer: Hollis
Hollis is an exceptional employer that fosters a collaborative and inclusive work culture, making it a fantastic place for a Business Support Specialist to thrive. With a strong emphasis on employee growth, generous benefits including life assurance, private medical insurance, and a hybrid working policy, Hollis ensures that its team members are well-supported both professionally and personally. Located in London, the company not only values hard work and client service but also promotes a fun and sociable environment through regular team events and community engagement.
StudySmarter Expert Advice🤫
We think this is how you could land Business Support Specialist in London
✨Tip Number 1
Familiarise yourself with the specific software and tools mentioned in the job description, particularly Office 365 and document management systems like SharePoint. Being able to demonstrate your proficiency in these tools during the interview can set you apart from other candidates.
✨Tip Number 2
Highlight your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects under tight deadlines. This will show that you can handle the fast-paced environment expected in the role.
✨Tip Number 3
Research Hollis and their company culture. Understanding their values and how they operate will help you align your responses during the interview, showcasing that you're a good fit for their team-oriented environment.
✨Tip Number 4
Prepare to discuss your experience in client care and communication. Since the role involves providing support to fee earners, being able to articulate how you've successfully interacted with clients or colleagues in previous roles will be beneficial.
We think you need these skills to ace Business Support Specialist in London
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant experience and skills that align with the responsibilities of a Business Support Specialist. Focus on your administrative support experience, document production skills, and any familiarity with Office 365.
Craft a Compelling Cover Letter:Write a cover letter that showcases your enthusiasm for the role and the company. Mention specific examples of how your previous experience has prepared you for the tasks outlined in the job description, such as managing deadlines and providing excellent client care.
Highlight Key Skills:In your application, emphasise your organisational skills, attention to detail, and ability to work under pressure. These are crucial for the role, so provide examples of how you've demonstrated these skills in past positions.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for a Business Support Specialist.
How to prepare for a job interview at Hollis
✨Showcase Your Document Production Skills
Since the role involves producing documents to a high standard, be prepared to discuss your experience with document management systems and your proficiency in Microsoft Office, particularly Word and Excel. Bring examples of documents you've created or improved to demonstrate your attention to detail.
✨Demonstrate Strong Organisational Skills
The ability to manage multiple tasks and meet deadlines is crucial for this position. During the interview, share specific examples of how you've successfully prioritised tasks in previous roles, especially under pressure. This will show that you can handle the demands of the job.
✨Emphasise Teamwork and Client Care
As a Business Support Specialist, you'll be part of a team supporting Directors and Senior Associates. Highlight your experience working collaboratively and providing excellent client service. Be ready to discuss how you’ve contributed to team success in past roles.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities and how you handle challenges. Think of scenarios where you've had to troubleshoot document issues or manage tight deadlines, and be ready to explain your thought process and the outcomes.
