My clients are a global property firm they are looking to hire a an Operations Coordinator to join a dynamic, exciting team in the heart of The west end. This role is essentially a dual role which will incorporate both PA and office management.



1:1 Administration support to Department Head maintaining their schedule through extensive and proactive diary and email management; organisation of internal / external meetings and conference calls, including preparing any required papers beforehand

Business Coordination
Acting as an Ambassador for the Department Head and the wider business support community
Maintain collaborative relationships with clients, managers and employees.
Department Head Financial coordination; where appropriate;
-Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
-Expense claim coordination for the Partners

Team Coordination
Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters
Answer organisational mail, email, correspondence and requests for information
Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings booking meeting rooms and conference calls, including preparing any required papers beforehand, in addition:
oOrganise meetings and office visits (including booking travel) for BD team leaders to discuss ConneXions/Pitching/Clients as required
oprojects (pitching/transaction/relationship reviews)

Work collaboratively with the wider business support network to ensure best practices are shared, communication is continued, adding value to the overall efficiency of the Department
New Starter Induction coordination; coordinate the process of new starters (induction) / leavers for Department
Onboarding; coordinate onboarding of all new starters in Department
Coordinate interns/work experience staff to the Department
Training.
-Train new employees on office systems, and phone use.
-Responsible for coordinating the training process i.e. ensuring all teams mandatory training is up to date and helping to proactively promote training opportunities to support personal development.
Absence; processing and maintaining accurate absence records for teams (i.e. annual leave, sickness, volunteering days)
Appraisal co-ordination for team
Processes & Efficiency Coordination

-Input all completed referrals manually (and help us streamline this process)
Marketing Coordinator for team. Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e. producing event invites, capability statements, track records, research documents and all other relevant marketing materials. Social Media management i.e. LinkedIn, Yammer etc.
Event Coordination
-Coordination on major events where the BD team is leading or involved such as our ESG Ambassador Conference, our Client Management Conference; Including project managing some of the events from the initial brainstorm to briefing marketing, researching venues, creating invites, helping create supporting collateral, managing the RSVP lists, welcoming the clients at the event, etc.




Experience required:
*3+ year experience in a similar operations or administrative role
*Proficient using Microsoft Office
Key information:
Working hours: 9:30am - 5:30pm
Contract type: Permanent Contract