Team Administrator - #57773

Savills Middle East


Date: 1 week ago
City: Dubai
Contract type: Full time
The Role

We are seeking a detail-oriented and highly organized Team Administrator to join our Strategic Consultancy team. The

selected candidate will have a critical role in providing excellent support to the team by managing administrative tasks,

scheduling meetings, and ensuring the department's efficient functioning.

Key Responsibilities

  • Managing/Screening and routing incoming calls and general phone calls appropriately
  • Raise invoices and issue them to the client on project milestones based on directions from the client management

team.

  • Coordinate and manage calendars, including scheduling meetings, appointments & booking meeting rooms.
  • Maintain a tracker of all invoices, payments received and payments due to ensure smooth cash flow.
  • Updating the total billable jobs for the team, monitoring the payment received / receivables, and flagging the team

head about invoices that are pending for more than 60 days immediately.

  • Prepare invoice receipts for cheque payments as required.
  • Prepare Terms of Engagement and send it to clients as and when required.
  • Arrange any team business travel bookings such as flight & hotel bookings.
  • Support large and ongoing bids regularly, by assisting the bids team internally and externally – by providing scoperelated

content, team information, project credentials, etc.

  • Update Project details on Dynamics 365 with support from the Line Manager ensuring accuracy and completeness of

the information.

  • Assist head of departments with filing and uploading business-related expenses on the system
  • Assist with collating information/documents, formatting documents, etc.
  • Support the team by gaining a complete understanding of the know-how of all work undertaken, by ensuring a client

contact is made, and clients are provided all documents from Savills end – such as proposals, invoices, receipts, etc.

  • To undertake department file organization as required in keeping with a reduced hard copy filing system.
  • Provide regular reception / front-of-house cover over lunch or during a leave of absence.
  • Other PA / general team administrative duties as requested by the Head of Professional Services on a time-to-time basis,

which shall include calendar organization, preparation of business update documents, general market research papers,

providing updates on business performance, etc.

  • Ad-hoc tasks on regular intervals requested by the Head of Strategic Consultancy

Skills, Knowledge And Experience

  • Educated to Bachelor’s degree level
  • Excellent communication and customer service skills
  • Highly computer literate – proficiency in Outlook, Microsoft Excel, and PowerPoint is required.
  • Knowledge of business processing tools – such as MS Access is key and a plus.
  • Strong command of the English language (written / verbal)
  • Minimum 2-3 years’ experience in the UAE highly preferred
  • Have sound business knowledge, especially within this market sector.
  • Prior experience in an office support role is required.
  • Attention to detail and accuracy in all work tasks.
  • Excellent reporting and organizational skills
  • Ability to work independently with minimal supervision, as well as collaboratively in a team environment.
  • Proactive, confident, and an excellent team player
  • Able to work to tight deadlines and manage multiple tasks simultaneously.
  • Not afraid to modify existing systems/structures to maximize efficiencies and keep costs to a minimum.

Over 42,000 people work for us in more than 700 offices all over the world. This breadth of global coverage, combined with specialist services and market insight, means we'll always have an expert who is local to you.

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