Project Team Secretary / West End, London / Building Surveyors

I am recruiting for a highly successful and ambitious building consultancy of around 70 people turning over 1.4m based in the West End of London. My client has a play hard work hard culture and personality fit is key for this role. You must be friendly, outgoing and enjoy their sociable culture!

The Projects Team Secretary will work as part of the admin function, supporting a team of Project Managers and Quantity Surveyors by providing a first class administration service. They will manage a busy workload and communicate effectively with their Project team members and fellow team secretaries.

The role will cover all administration support including meeting co-ordination, producing draft reports, correspondence and raising invoices. The Projects Team Secretary will be competent working with Microsoft Word and be able to use a variety of IT packages such as Microsoft Excel, Outlook and PowerPoint and have a typing speed of a minimum of 50 wpm. This role would suit a real team player who is happy to help out and really get ‘stuck in’ no matter how menial the task is.

We are looking for someone with experience of working within a demanding team and who is 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.

Main duties and responsibilities:

General

* Extensive diary management – scheduling project team meetings, internal and extern
* Typing, amending and issuing meeting minutes, monthly reports and specification documents
* Typing of digital dictation
* Printing and collating tender packs and other large reports
* Downloading and resizing photographs
* Downloading information from data sites and saving to job files
* Opening jobs on the intranet system
* Coordinating documents for development appraisal reports
* Creating credentials presentations and case studies
* Co-ordination and issuing of letter and correspondence as required
* Updating the project management job schedule on a monthly basis
* Support the other team secretaries when required
* Following all QA and standard procedures
* Ensuring all urgent work is prioritised and dealt with quickly
* Checking all correspondence to ensure it is error free before it is sent on
* Provide reception cover when required
* Answering the telephone, taking messages and ensuring they are dealt with in a timely fashion
* Any ad hoc duties as and when required

Invoices

* Collating monthly invoices for different projects, ensuring all information is correct
* Liaising with the Projects Team and/or client to rectify any issues
* Chasing and following up on any outstanding invoices
* Documenting the invoice information on internal tracker documents

Skills and experience:

* Secretarial experience within the property industry
* Intermediate/Advanced in all Microsoft Office packages
* 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 terminology (desirable)

Please apply with your most up to date CV to be considered for this role. Please only apply for this role if you are suitable for this particular role.