Business Support Specialist

The Vacancy

The role of a Business Support Specialist (Secretary) is to provide direct support at Director/Senior Associate level and within the Regional Hubs, providing document and report production. You will take responsibility producing documents to a high standard and within agreed SLAs. You will provide day to day administrative support for your allocated Directors/Senior Associates. You will be a key part of your Regional Support Hub, working as a team to complete document requests from Fee Earners located within your region (London & South East).

During the probation period, this role will require someone to be based in the office full time with one day working from home.

The key responsibilities for the role:

• Provide administrative support to allocated Directors/Senior Associates, this may include diary management, processing of expenses, travel bookings and other ad hoc tasks.
• Manage the lifecycle of tasks from allocated Directors/Senior Associates through to completion.
• Production of documents/reports from Fee Earners allocated to the Regional Hub. Show initiative within the shared workflow to complete tasks in order of priority and ensure deadlines are met.
• Provide excellent client care to fee earners within regional hubs, assisting with upload of tasks to Hollis Flow, providing guidance where needed.
• Provide updates for fee earners on progress of tasks and deadline management where appropriate.
• Produce all client documents and reports to a high standard.
• Create and amend documents from mark ups.
• Produce all documents using Hollis house style and ensure they are formatted correctly.
• Troubleshoot problem documents.
• Manage any changes to house style (rebranding, etc).
• Preparation of draft emails.
• Proof reading documents for quality.
• Creation and ongoing maintenance of document templates as part of the template administrator team.
• Collating fee earner updates for regular client update reports. Resetting the reports on the system and ensuring fee earner updates are uploaded in time for creation of the report.
• Managing deadlines and ensuring all updates are collated by the client deadline.
• Ensure the appropriate use of version control.
• Ensure all documents are saved into the DMS.
• Use dictation workflows to transcribe emails, letters, etc.
• Produce reports according to the service standards.
• Ad hoc tasks may be delegated by Service Co-Ordinators/PAs.
• Provide support to all operational teams including CV production, Presentations, Visio, HR templates, BD, DT.
• Support the wider support team with ongoing recommendations for improvements to the service offering.
• Support Digital Transformation with testing Office upgrades, Template solutions.

Experience, Skills & Qualifications required:

• Previous experience within a similar professional services role, ideally within the same industry
• Office 365 particularly Microsoft Word, Excel and PowerPoint.
• Excellent communication skills and attention to detail.
• Experience working with a document management system (SharePoint would be beneficial).
• Experience using dictation and workflow tools.
• Friendly and approachable.
• A team player, ability to demonstrate company values.
• Excellent client service skills.
• Ability to work to deadlines and meet KPIs for document turnaround.
• Strong organisational skills and ability to multi-task under pressure.
• Fast and accurate typing skills.
• Microsoft Office Specialist or equivalent certification would be beneficial

The Company

Hollis is a leading independent real estate consultancy. We work with owners, occupiers, developers and funders, across both private and public sectors, to help them get more out of their real estate, at every stage of the property life cycle.

We’re a multi-skilled team of surveyors, engineers, ESG consultants, project managers and technical specialists operating across the UK, Ireland, Germany, Spain and The Netherlands. We have a unique way of working and believe that people do things better by doing them together. We aim to do the right thing, be clear, transparent and find some fun along the way.

Why join us?

We are hardworking, progressive, successful and fun. We’re independently-owned and independently-minded, not afraid to give honest advice or to be ourselves. We aim to achieve the right balance for you, delivering excellent client service whilst supporting you in fulfilling your potential and achieving your goals.

We offer a highly attractive salary and a generous benefits package including:

• Life assurance and private medical insurance
• Season ticket loan
• 5% Employer pension contribution
• 25 days of holiday and an extra day off on your birthday
• Cycle to work scheme, retail vouchers, gym discounts and more
• EV car scheme
• Longevity awards

Hollis operates a hybrid-working policy giving employees the opportunity to work between their home and our offices, where their job allows it. In addition, employees are encouraged to request flexible working hours when needed and we work hard to accommodate where we can.

We are a sociable bunch and host pay day drinks, quarterly lunches, quiz nights and cultural and sporting activities to socialise and have fun with your colleagues. We also give back and take part in numerous charity events all over the country throughout the year.

We're Inclusive

Together we welcome, we embrace, and we celebrate our differences. Our aim is to provide a diverse and inclusive workplace which supports and cares for all our employees, including those from underrepresented or non-dominant groups. We’re focused on a culture of inclusion; where all barriers including prejudice are removed from our working environment; and where all our people are empowered to be the best they can be.

Don’t meet every single requirement? If you would like the opportunity to join Hollis but your past experience is not an exact match, we encourage you to apply anyway as you could be the right candidate for this role or another role within the company.

If you require alternative formats of our documents or need to apply offline, please get in touch with the talent acquisition team: [email protected] or call us on 020 7622 9555.