Team Coordinator - Business Services

About Montagu Evans

Montagu Evans is a UK-based property consultancy dedicated to extracting value from complex asset challenges. Their expertise lies in navigating political, technical, and commercial complexities across the property lifecycle to deliver impactful solutions, not just oversight. The firm works collaboratively with a focus on delivering clarity, creativity, and conviction.

Department Overview

The Business Services team at Montagu Evans operates firm-wide, providing support from the London office to various departments including HR, Finance & Risk, Marketing & Business Development, IT & Data, and Operations. The Central Management Team (CMT) specifically works closely with senior leadership and specialist functions.

Role Summary

This role supports the CMT and Business Services leadership by providing proactive diary, meeting, and administrative assistance. It acts as a key coordinator for multiple senior stakeholders emphasizing forward planning, diary optimization, and complex meeting coordination. The position also involves managing invoicing and financial administration via the firm’s NetSuite system.

Core Responsibilities

• Effectively manage and coordinate calendars for senior leaders, organizing complex multi-attendee meetings and ensuring schedule optimization with advance conflict resolution.
• Collaborate with executive assistants and coordinators across the company to synchronize diaries and send timely meeting invites with logistics oversight.
• Handle invoice processing for suppliers, consultants, and clients in NetSuite, maintaining accuracy and timely submissions while resolving queries with accounts payable and internal teams.
• Arrange travel and accommodation logistics and process expenses, including company card transactions, for senior stakeholders promptly and accurately.
• Prepare and proofread reports, presentations, fee proposals, and meeting materials adhering to firm brand and quality standards.
• Manage correspondence, organize meeting documents, and act as a liaison contact when necessary.
• Assist with onboarding, inductions, team meetings, and external engagement support.
• Deliver flexible administrative assistance across the team, support business services projects, and contribute to improving processes and workflows.

Candidate Requirements

• Excellent organizational skills with high attention to detail and a proactive, ownership-driven approach.
• Adaptable to ambiguous situations and capable of managing multiple senior stakeholders confidently.
• Strong diary management and meeting coordination capabilities.
• Comfortable with IT systems, particularly Outlook, Word, Excel, and finance software like NetSuite.
• Exceptional communication skills, discretion, reliability, and professionalism.
• A cooperative team player who approaches tasks with flexibility.