Team Administrator

2 weeks ago


Dubai, United Arab Emirates Savills Middle East Full time

**The Role**

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