JOB DESCRIPTION

Key Role Responsibilities

• Welcomes Clients & Guests to the Greystar London Office
• Sets up meetings – issuing calendar invitations, booking rooms and relevant catering, collating/distributing documents. Prints and prepares documents for presentations, training courses and to meet the legal/compliance requirements of the business.
• Books worldwide travel and accommodation in line with company policies.
• Prepares expense reports in compliance with the Travel & Expenses policy or other Finance processes.
• Undertakes varied tasks including booking and managing meeting rooms, welcoming and responding to the needs of callers and visitors, providing hospitality and logistics support and receiving and distributing post and dealing with outgoing post and courier requests.
• Accurately maintains spreadsheets, databases and records of information to ensure the smooth running of the corporate office; retaining documents in line with document retention policies and reporting on/providing information for manager’s use as appropriate.
• Works with the Office Manager , to assist with the planning and organisation of corporate and team events, including liaising with venues, organising catering and other supplies, preparing agendas and being present to coordinate on the day, where required.
• Helps to maintain up-to-date templates for the business, including function-specific documents for legal/finance etc.
• Sets up new suppliers and processes invoices.
• Provides additional ad-hoc administration support as required.
• Participates in the wider business support community by sharing best practice and provides cover for colleagues during periods of absence.

Role Scope

• This role reports to the Office Manager, to support administration processes and standards in the corporate office.
• The post holder may be required to train as a Fire Warden and/or First Aider and take on those responsibilities as required.

Key Relationships

• This role will work closely with the Office Manager, as well as collaboratively with the other team members to ensure the delivery of the highest standard of customer service.
• The post holder will develop a good working relationship with Building Reception to provide seamless support
• The post holder will regularly interact with members of the Leadership Team, Investment and Legal/Compliance colleagues, as well as members of Central Services teams such as HR, Finance, Sales and Marketing.
• The post holder will interact with external stakeholders and suppliers including investors, contractors, caterers and our charity partner.

Your Profile

• A good, rounded education (GCSEs/A Level) or equivalent experience in secretarial or administrative support
• IT literate and proficient with in PowerPoint, Word, Outlook and Excel (to at least Intermediate level)
• An understanding of building/office environment Health & Safety practices.
• Experience in a similar position, providing operational administrative/business support within a busy, fast paced, professional and confidential environment dealing with blue-chip clients.
• Strong written and verbal communication skills including the ability to prepare commercial standard business correspondence, reports and other documents.
• Strong relationship building skills necessary to engage and influence managers and team members to deliver to deadlines and achieve results.
• Good attention to detail with the ability to identify errors and anomalies in documents and reports.
• Excellent organisational skills, including the ability to prioritise and demonstrate good judgment under pressure.
• Good attention to detail with the ability to identify errors and anomalies in documents and reports.
• Discretion and the ability to handle sensitive/confidential information.
• Proactive and able to work effectively both independently and as part of a team.
• Demonstrated ability to be flexible and adaptable to changing priorities.
• Experience working in professional or financial services (Desirable)
• A qualified first aider and/or fire warden (Desirable).