Team Secretary – Manchester

14/02/2020

About Watts:
Watts have been providing independent property and construction consultancy support for over 50 years.  Watts Group is a medium sized privately-owned consultancy firm, we have 125 people employed over 6 offices around the UK providing Building Surveying, Cost Management and Project Management along with other support services.

About the Role:
We are looking for a new team member to join our Manchester office as team secretary; our previous team secretary has recently been enrolled on a Building Surveying apprenticeship scheme and now works as part of the fee earning team. We have found that a traditional secretarial role no longer fits our team’s needs and we are looking to bring in a new team member that is able to support the team’s day to day administration, but to also provide support in producing OJEU PQQ and ITT documents in order to win new business. There is also scope for development of the role to suite a candidate that has experience in assisting the team in generating new business, with client events and maintaining regular contact with our clients.

Qualifications & Experience
• Secretarial/Administration qualification
• A minimum of 5 years’ experience in a similar role within a professional organisation.

Technical Knowledge/Skills
• In depth knowledge of providing administration support to a professional fee earning team of 6.
• Competency in the Microsoft Office suite of programmes is essential including Word, Excel & PowerPoint.

Person Specification
• Ability to interact with colleagues, client representatives and contractors.
• Excellent communication skills and professional manner.
• Efficient with a good attention to detail.
• Self-motivated and capable of planning, prioritising and organising tasks and activities for self and team.
• Displays initiative and able to take ownership of the role.

Tasks & Responsibilities
•Logging and tracking new tender opportunities for OJEU submissions.
•Assisting with the preparation and collating of OJEU Pre-Qualification Questionnaires (PQQs) and Invitations to Tender (ITTs).
•Assist in managing emails, diaries, setting up meetings, providing briefing materials and coordinating travel for the building surveying team.
•Co-ordinate site inspections and portfolio surveys and generally deal with clients, other colleagues and sub-contractors.
•Audio and copy typing of all correspondence, reports, letters, minutes etc. for internal and external circulation, often with a quick turnaround required
•Follow company guidance and assist the surveyors in ensuring instructions are delivered in accordance with our Quality Assurance procedures.
•To maintain the department’s fee book and continuously assist in the management of their accounts, including raising and issuing invoices, liaising with the Accounts department when necessary.
•Manage client data via Interaction / CRM: client data management.
•Acting as the first point of call for the surveying team; answering phones, welcoming visitors.
•Assisting with general office housekeeping duties such as ordering stationary / supplies, handling incoming and outgoing post, ensuring supplier invoices are processed and dealing with deliveries.
• Undertaking additional administrative duties as required.
• Assist with the induction of technical staff, completing starter/leaver forms and ensuring correct protocol is followed, such as
monitoring distributed technical equipment and security issues.
• Assist in the development and maintenance of a strong client base within the Building Surveying team and across the business.
• Support other team members and administrative/secretarial staff, including from other offices as and when necessary.
• Assist with the organisation of client or marketing events.
• Assist in the preparation of fee proposals and ITTs / PQQs.
• Seek to develop good networking skills and promote Watts in a professional manner.
• Maintain and develop excellent client relationships.

What we offer
• We offer a diverse job role, not limited to any sector or stage
• Watts has an established and focused role in Development Fund Monitoring acting on behalf of Banks and Funds
• Competitive package
• Interest free Season Ticket Loan*
• Life Assurance*
• Private Medical Health Care Insurance*
* Subject to probation period

If you’re interested in this role, please send your CV and a cover letter to human.resources@watts.co.uk.

Closing date is Friday 6th March. All CV’s must be supplied with a covering letter. No agencies at this time



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