Team Assistant | Operations & Administration |APAC

• Preparation of valuation reports and letters using a nationally approved valuation format, including use of headers, footers, and footnotes in multiple section document.
• Setting up the valuation model with preliminary data provided.
• Undertaking of title searches, zoning, removing and adding disclaimers, town planning requirements and other such research as directed by a valuer.
• Preparation of PowerPoint presentations for internal and external meetings.
• Co-ordinate the production and collation of reports, submissions, etc. including typing, and distribution to clients as directed by a valuer.
• Sourcing a location map and aerial map and inserting into report
• Composition of general correspondence, including letters and emails to other divisions, interstate offices and clients.
• Travel bookings for department staff, including flights, accommodation, and car hire.
• Coordinating weekly department meetings, including taking minutes, updating, and circulating agenda.
• Ensuring an Our Workflow Quote Review is submitted (either personally or by the operator) and approved prior to any quote being submitted to a client.
• Preparation of Quotes within the CIVS system
• Setting up Professional Services Agreement for Operator review.
• Responsible for setting up of new jobs for the team and saving down all information as received from the operator or client including accessing data rooms when required.
• Responsible for closing off jobs (CIVS) and job files once complete - including scanning and filing of these documents into the soft copy files.
• Ensuring SOX Compliance within the team as jobs are invoiced and completed.
• Follow QA procedure and ensure brand compliance.
• Assist other teams within Valuation & Advisory Services should they require additional administrative support during absences or busy periods.
• Invoicing, preparation of accounts payable invoices and monthly corporate card and personal expense claims for authorisation and payment, including coding as per finance guidelines.
• Maintaining corporate curriculum vitae for all personnel within the department.
• Follow up of debtors on behalf of valuers & ensuring entertainment spending for team is below budget.
• Manage your team s financials effectively to ensure prompt payment and reconciliation. Ensure accurate and timely management of:

a) ProMaster, Workflow - ensure receipts entered are bona fide (for business and not personal expenses), reasonable and from reputable merchants.

b) 196COS accounts - recoveries are made and reconciled accurately.