Sales Team Administrator/Personal Assistant

Job Description

Personal Assistant/Sales Team Administrator

Hours of work: 40 per week, 08:30am - 17:30pm Monday to Friday

Location of role: Head Office, Canary Wharf (5 days on-site)

Contract: 12 Month fixed-term contract

Salary: Competitive, to be discussed during application process

A little bit about us..

Ballymore is a developer with vast and varied experience, acknowledged as pioneers of some of Europe’s largest regeneration projects. Today, after 40 years in business, we are one of the UK and Ireland's most innovative and dynamic property developers, having completed more than 20,000 homes in the UK, and 15,000 built in Ireland. Our residential portfolio pipeline give us the capacity to add a further 15,000 homes to meet future demand, and we’re adding to our commercial, retail and leisure portfolio, with around 5 million sq ft of commercial space in our planning pipeline.

We’re powered by our people - it’s what makes Ballymore, Ballymore. This ethos is only possible because of our people, who work as one team to constantly and consistently deliver developments to which we are proud to put our name. These qualities are at the heart of the company and that’s what makes partners, clients, occupiers and investors want to do business with us time and again.

About the role..

A pivotal role providing personal assistance to the Managing Director, Sales & Marketing and Sales Director, while supporting the wider department with administrative and reporting activities. It’s an ideal opportunity for someone who thrives in a fast-paced environment, enjoys taking a proactive approach to tasks and has exceptional attention to detail.                         

Personal Assistance

• Pro-actively manage diaries for both the Managing Director, Sales & Marketing and Sales Director making efficient use of time.
• Manage expense claims and maintain accurate financial records
• Arrange national and international travel, itineraries, Visa’s and accommodation.

Administration

• Control the annual leave approval process via IFS for the department.
• Record and document team sickness, ensuring correct protocols are followed.
• Assist in compiling and formatting presentations.
• Provide general office support, including photocopying, printing, and binding.
• Schedule meetings by informing attendees, preparing agendas, and taking minutes.
• Plan and arrange Sales & Marketing team social events.
• Maintain filing systems via SharePoint and Salesforce.
• Support the onboarding of new starters and offboarding of leavers.

Reporting

Complete and circulate a number of different reports each month including but not limited to: Monday Sales Pack, weekly development reports, sales targets across projects, JV reporting, Sales & Marketing Committee presentations, cashflow management and more. 

Finance / IFS

Acting as department superuser for IFS, this includes:

• Raise recruitment requests
• Raise and receipt purchase orders in line with company procedures.
• Manage departmental budgets, including reconciliation and regular monitoring.
• Update all project invoice logs and drawdown trackers.
• Create and maintain new project budgets as required.
• Input expenditure and spend data into the relevant systems accurately and on time.
• Support with year-end account preparation and reporting.

Must have skills..

• Excellent communication skills (both verbal/written) with an ability to liaise effectively at all levels.
• Experience in the preparation and editing of presentations and associated documents.
• Experience of reviewing budgets and identifying variances.
• Excellent organisational and administrative skills.
• Experience of SharePoint & Salesforce (Preferable)
• Strong understanding of financial administration
• Experience of producing effective minutes and agendas

If you feel like this could be the role for you, please apply today. 

Ballymore operates as an equal opportunities employer.