Team Coordinator

Montagu Evans 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 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 has enabled us to develop an exceptional business that has spanned nearly a century. We encourage an honest and straightforward 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 Montagu Evans. Montagu Evans is committed to maintaining an inclusive work environment.

ROLE OVERVIEW

To provide administrative support and assistance to the Advisory Department, assisting with the delivery of client services and wider Partnership tasks. The role requires a proactive approach and ability to work on own initiative.

ADMINISTRATIVE DUTIES

• 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.
• Manage and organise seminars, client entertainment and other events.
• Respond to invites on behalf of the team.
• General copy typing and formatting of documents including letters, reports, meeting agendas, meeting minutes.
• Processing expenses/mileage claims for the team.
• Maintaining an up-to-date filing system including file archiving.
• Recording, updating, and working with departmental software platforms.
• Taking notes at meetings, preparing the minutes and subsequently distributing to all participants when required.

MARKETING & BRANDING DUTIES

• Act as extension of the marketing team supporting brand integrity - right logos, colours, templates etc.
• Formatting of documents.
• Word templates - right headers, layout, banners, text size, front pages.
• PowerPoint templates - use of font, colours, imagery, layouts.
• Ordering and managing business cards keeping brand continuity.
• Proof reading copy - thought pieces, client presentations, minutes.
• Updating CV’s for teams.
• Updating case studies for teams.
• Ensuring information is accurately logged or reported to be logged.
• Supporting arrangement of necessary pitch meetings (particularly logistics cross partner/team).
• Website updates.
• Notifying of updates needed for team profile pages.
• Notifying of updates needed for case studies.
• Supporting teams manage property marketing via Agents Insight.
• Internal comms - Monty’s Round Up - updates for respective teams and leading to collate information.
• Montranet - accuracy of information for respective teams.
• Actions/minute taking to support sector head (relevant to dept).
• Support arranging meetings and client events for sector heads.

FINANCE & COMPLIANCE DUTIES

• Liaise with clients directly to capture relevant compliance/on-boarding information effectively and efficiently.
• Send out Terms of Engagement and chase for signed copies on behalf of the Partners.
• Undertake Conflict of Interest checks and keep records.
• Check reports to ensure adequate sign off procedures have been followed.
• Responsible for accuracy of invoices and ensure the correct process is followed.
• Ensure proactive limitation of liability.
• Facilitate with the requirements of the various ISO standards.

Finance

• Maintain close co-operation with the finance department, in particular: Credit control team, Billing team.
• Work closely with fee earners to create client and job files.
• Work closely with fee earners and Finance to ensure that client and job files are accurate and up to date.
• Ensuring that fee earners’ interactions with clients and, if required, time are up to date.
• Ensure that all fee earners (where required) update their time accurately and sending out weekly departmental reminders when this has not been completed.
• Ensure job information and work performed is entered in order to allow the system and Finance to produce invoices throughout the month and in a timely manner, well before month end deadlines.
• Work with fee earners and Finance to ensure that invoices are sent out to clients as and when they are produced.
• Pull reports for fee earners and departments.
• Any additional duties as reasonably requested.

DESIRED KNOWLEDGE, SKILLS, EXPERIENCE & QUALIFICATIONS

• Highly organised with strong attention to detail.
• Ability to prioritise, work to deadlines and under pressure.
• Proactive/forward thinking and self-motivated.
• Enthusiastic and creative.
• Ability to maintain good relationships with other departments in the firm.
• Excellent IT skills, highly proficient users of Microsoft packages including Outlook, Word, Excel, PowerPoint and other relevant software.
• Reliable and trustworthy with good time keeping and punctuality.
• Discretion and tact in dealing with clients, partners and staff at all levels.
• Capable of working as an integral part of a team.
• Commercially aware and interested in property market and specific team mandates.