Team Administrator - #57915

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.

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