PA & Office Services Assistant – Maternity Cover Full Time

Glasgow, Lanarkshire
CBRE Ltd

Role Purpose

To provide PA support to the Senior Director of Property Management Accounting and to assist in the day to day running of the office. You will deliver a first-class service to both colleagues and clients, always ensuring that all deadlines are met and positive outcomes achieved.

Key Responsibilities

• Full ownership of diary management – pro-actively manage the Senior Directors’ busy diary, make appointments for both internal and client meetings, arrange meeting rooms and greet clients when required.

• Organisation and booking of business travel through the company’s preferred supplier – flights, train tickets, taxis and hotel accommodation.

• Completion of presentations on PowerPoint to support the Senior Directors

• To welcome and look after all visitors on arrival ensuring that they sign in

• Sort and distribution of incoming mail, including recorded delivery and faxes and any mail redirection

• Collection and delivery of internal mail to and from our other Glasgow Office

• To action all meeting room bookings and set up in the absence of IT

• To contact external suppliers for maintenance and record details in the log book

• Check and reset all meeting rooms every evening before leaving the office

• Conduct office walk round (including mail room) to maintain a tidy office environment and identify and deal with any matters arising

• Envelope and frank all external mail, including daily demands / letters and the preparation of outgoing couriered mail

• Scan all cheques and take them to the appropriate bank

• Scan and attach invoices on to P2P for Accounts Payable

• Log, scan and post error and sold invoices

• Printing of Poland invoices, including scanning back returned and unable to send mail

• To archive paperwork, log the boxes, arrange for uplift and recall boxes when requested

• Any ad-hoc admin duties as and when required.

Person Specification/Requirements

• Experience of working as an administrator in a multi-disciplinary office.

• Good IT skills (Word, Excel, MS Outlook and PowerPoint). RSA Word processing/typing/or equivalent would be advantageous

• Good interpersonal skills and ability to quickly form professional relationships with colleagues and clients at all levels of seniority

• Good communication skills, both verbally and in writing

• Ability to prioritise and co-ordinate tasks efficiently ensuring all deadlines are met

• Maintains a positive attitude towards routine tasks

• Accurate and exceptional attention to detail

• Pro-active and enjoys working autonomously and as part of a wider team

• Flexible approach to work

• Team player who deals effectively with colleagues and clients

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.

ABOUT CBRE

CBRE Group, Inc. is the world’s largest commercial real estate services and investment firm, with 2019 revenues of $23.9 billion and more than 100,000 employees (excluding affiliate offices). CBRE has been included on the Fortune 500 since 2008, ranking #128 in 2020. It also has been voted the industry’s top brand by the Lipsey Company for 19 consecutive years and has been named one of Fortune’s “Most Admired Companies” for eight years in a row, including being ranked number one in the real estate sector in 2020, for the second consecutive year.

CBRE offers a range of integrated services, including facilities, transaction and project management; property management; investment management; appraisal and valuation; property leasing; strategic consulting; property sales; mortgage services and development services.

In central London, CBRE advises on more commercial property than any other adviser and across the United Kingdom with offices in Aberdeen, Birmingham, Bristol, Edinburgh, Glasgow, Jersey, Leeds, Liverpool, Manchester, and Southampton.