Newmark UK
Team Administrator (3 days a week)
London
Posted about 13 hours ago
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Team Administrator – Industrial and Logistics Advisory
An exciting opportunity has arisen for a highly organised and detail-oriented Team Administrator to join our Industrial and Logistics Advisory team. This role is perfect for a proactive individual looking to expand their business skills in a fast-paced, collaborative environment where no two days are the same.
Key Responsibilities:
Comprehensive Administrative Support:
- Provide a full range of administrative services, including:
- Word processing (copy and audio), document formatting, filing, printing, scanning, photocopying, and binding.
- Regular file review, archiving, and championing the online document management system.
- Managing team expenses and processing invoices as needed.
Diary & Meeting Management:
- Coordinate complex schedules, book internal and external meetings, arrange meeting rooms, and organise refreshments as required.
Project & Job Management:
- Oversee the complete job lifecycle for all team projects, including:
- Drafting Terms of Engagement and securing client agreements.
- Collaborating with the Client Operations Team to upload jobs/files into the system.
- Ensuring compliance documentation is complete and assisting with fee forecasting, WIP, and audit preparation.
- Compiling data and metrics for team reporting.
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Client Interaction:
- Handle phone calls on behalf of Partners and fee earners, resolve internal and external queries, and deliver exceptional client service.
Team Coordination:
- Organise team events, support client meetings, and maintain CRM and client portals with accurate, up-to-date information.
Document Preparation & Compliance:
- Prepare bid documents, reports, correspondence, and meeting minutes to a high standard, ensuring timely delivery in line with the firm’s Quality Assurance and Health & Safety protocols.
Cross-Department Liaison:
- Work closely with HR, IT, Marketing, and Facilities to address team needs and facilitate smooth operations.
New Starter Support:
- Assist with the onboarding process for new team members, providing guidance on administrative processes.
Market Awareness:
- Develop an understanding of the market in which the team operates, staying informed of key trends and activities to help anticipate team needs and better support client work.
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Data Management:
- Support the team by maintaining and updating Lease Consultancy and Client Work in Progress (WIP) records, managing client purchase orders (POs), and ensuring accurate and efficient data handling in Excel.
About You:
- Exceptional Communicator: Excellent written and verbal communication skills, a keen eye for detail, and a positive, resilient attitude. You thrive in a high-performance environment, working effectively under tight deadlines.
- Proven Administrative Expertise: Strong organisational skills with the ability to prioritise tasks and meet commitments. You approach challenges with flexibility and problem-solving skills.
- Technically Skilled: Fast and accurate typist (60 wpm+), with advanced Word proficiency and solid knowledge of Excel and PowerPoint. CRM experience is a plus.
- Professional Background: Prior experience in a similar role within professional services is highly desirable, along with a proactive, customer-service mindset.
- Self-Motivated & Team-Oriented: You work independently and collaboratively, willing to assist wherever needed to support the team’s success.
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Skills
Word Processing
Document Formatting
Diary Management
Project Management
Client Service
CRM
Excel
PowerPoint
Data Management
Compliance Documentation
Meeting Minutes
Onboarding Support
Location