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Finance Support Assistant

Expired
  • Salary: Negotiable
  • Job type: Contract
  • Location: Edinburgh
  • Sector: Finance
  • Date posted: 17/07/2018
  • Job reference: J389707A

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Reporting to the Manager of support staff you will be responsible for providing secretarial and administrative support to various teams within the Real Estate Department. You will work closely with Fund / Portfolio Managers and their teams to ensure an efficient and effective support service is provided to both internal and external clients.

Role Purpose:

  • Manage all incoming mail ensuring it is appropriately logged and distributed
  • Manage all travel arrangements, update calendars and prepare itineraries as appropriate
  • Organise conference calls / video conferences and ensure all parties have relevant details
  • Organise meetings and ensure necessary requirements are in place and diaries are kept up-to-date
  • Book meeting rooms and ensure necessary catering / equipment requirements are in place.
  • Organise client presentations and manage all information in advance
  • Production of email / letters / reports / presentations
  • Raise requisitions on P2P system and follow-up to ensure authorisation and payment have been processed.
  • Ensure both visa and cash expenses are processed on a monthly basis and cash advances are cleared as early as possible. Highlight any team expenses that need approved.
  • Record all gifts and hospitality given on Compass system.
  • Manage all subscriptions through the Prenax system.
  • Ensure that requests for approval are dealt with in an effective and timely manner with minimal interruptions, where appropriate
  • Work closely with the Real Estate Support Team and provide support and cover during busy periods / holidays / sickness.
  • Liaise with other support personnel both internally and externally to ensure alignment of appointments and priorities.
  • Meet and greet external visitors to the office
  • General administrative duties, photocopying / scanning etc, as and when required
  • Undertake delegated work and projects as requested and provide assistance on ad hoc requests.

Key Knowledge:

  • Excellent knowledge of key administrative processes and procedures
  • Experience of arranging and sourcing travel at competitive rates

Qualifications:

  • Interpersonal skills
  • Problem solving
  • Numerical skills
  • People Management
  • Excellent knowledge of the Microsoft Office package (Word, PowerPoint & Excel) and good knowledge of the internet and email software
  • Some knowledge of an investment or Real Estate investment environment advantageous
  • Minimum of 2/3 year's experience in secretarial or similar role
  • Relevant secretarial qualification advantageous
  • Touch typing
  • Communication, written and verbal
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