Admin Assistant

The Role

To provide a comprehensive and flexible administration service for the valuations team, importantly incorporating final proof reading and grammatical correction of valuation reports before circulation, and secondary support to the Team. The maintenance of strict client confidentiality is essential.

The Responsibilities

• Complete letters, reports, presentations, invoices and related documentation with accuracy and speed using the appropriate IT package for the job, Word, Excel, PowerPoint.
• Proof reading and correcting spelling, grammar and formatting of reports before submission to clients.
• Cross checking facts and figures in various reports and appendices to ensure correct and consistent presentation of the report.
• Maintain file records databases and archive material (hard copy and electronic) in efficient order.
• Ensure all information is stored securely but available to
• relevant members of staff.
• ­Raising and sending out asset invoices / fee invoices / opening cases on NetSuite/ liaising with Finance in respect of realisation paperwork.
• ­ Assisting with Auctions by monitoring cash receipts into our bank accounts /liaising with staff and porters on site /dealing with buyer’s invoicing queries such as invoice amendments / telephone calls coming into London’s switchboard.
• ­Use email effectively to support the team in delivery of business objectives.
• Maintain work and engagement records through Excel databases and Salesforce.
• Process initial NDA requests and associated documents through company systems.
• Provide administrative assistance to the Managing Director and broader Valuation Team.
• ­Answer the telephone professionally and ensure messages are passed on with accuracy and speed.
• Assist in chasing overdue invoices and monitoring for their receipt.
• ­Coordinate internal and external meetings, along with the production of meeting agendas and supporting materials, as necessary.
• Cover for other members of the Administration team during annual vacation etc.
• ­Assist in ad-hoc projects as required.

The Requirements

• 3-5 years of relevant experience within financial or professional services organization.
• Experience of performing successfully under pressure and in a fast-paced environment.
• Knowledge of Microsoft office package as an advanced user of all applications (in particular, Word, Excel, PowerPoint).
• Possess relentless attention to detail and impeccable organizational skills.
• ­ Thrive in a fast-paced, entrepreneurial culture and manage multiple and shifting priorities.
• ­ Demonstrate excellent verbal and written communication skills.
• ­ Demonstrate ability to prioritise based on importance of deadlines.
• ­ Ability to form effective working relationships within the business at all levels and with clients.