Montagu Evans
Team Coordinator (Full Time or Job Share)
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Overview
The Firm
Montagu Evans is a UK property consultancy that helps clients unlock value from complexity, because that’s where the most meaningful opportunities live.
Our purpose is to bring clarity, creativity, and conviction to the complex. We are experts who collaborate to create value, not just preserve it and our team is built for impact, not oversight.
We specialise in high-value, complex assets across the property lifecycle, where political, technical or commercial challenges demand a joined-up approach.
The Team/Department
The expert Planning team comprises around 109 people across our 2 offices (London & Edinburgh).
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 Housing & Land team together with helping out the rest of the Planning Department especially when others are on leave, etc. You will assist with the delivery of client services and wider Partnership tasks. Flexible working options are available with a minimum number of days required in the office.
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- Diary management including organising internal/external meetings, booking meeting rooms and other venues
- Setting reminders for meetings, appointments and other key tasks
- Organising travel arrangements, managing related matters and processing expenses
- Setting up and overseeing team inductions for new starters
- Dealing with email, correspondence, calls and meetings, including confidential/sensitive information
- Taking meeting notes, preparing minutes and distributing to all participants
- Formatting documents including reports, letters, bids, agendas, briefing notes, fee proposals, proofs of evidence and rebuttals
- Organising the printing and preparation of document bundles
- Issuing fee proposals and following up with Standard Terms of Engagement and instructions
- Completing Know Your Client checks for new clients (full Netsuite training given)
- Undertaking conflict checks
- Setting up new projects on Netsuite
- Coordinating consultant and sub-consultant invoices
- Processing supplier invoices and application fees on Netsuite
- Managing billings, running timesheet reports
- Issuing invoices to clients, saving the email on Netsuite and maintaining online job files
- Liaising with clients regarding billing queries
- Processing expense claims for Partners
- Maintaining and updating tender information including CVs and case studies
- Supporting other Team Coordinators when required
- Acting as first point of contact when team members are out of office
- Willingness to work outside of normal hours when requested
- Any additional duties as reasonably requested
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Qualifications
Key Requirements
- Excellent verbal and written communication skills
- Highly organised with strong attention to detail
- Ability to prioritise effectively and work to tight deadlines
- Proactive, forward thinking and self-motivated
- 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
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