Team Coordinator

About the Firm

Montagu Evans is a UK property consultancy focused on helping clients create value from complicated situations, where the biggest opportunities often sit. The business aims to simplify complexity with clear thinking, originality, and confidence. Its people work collaboratively to produce value, not merely protect it, and the organisation is designed to make an impact rather than simply oversee activity. The firm specialises in valuable, complex assets across the property lifecycle, especially where political, technical, or commercial issues call for a joined-up approach.

The Team

This position sits within the Planning Department, which is made up of about 109 people across the London and Edinburgh offices. The role supports the Housing & Land team and also helps the wider Planning Department when colleagues are absent or busy. The department includes five teams: Commercial, Central London, Historic Environment & Townscape (HEaT), Housing & Land, and Scotland.

Role Overview

The Team Coordinator will provide administrative and coordination support to the Housing & Land team, assist with client service delivery, and help with broader partnership tasks. Flexible working is available, with a minimum number of days required in the office.

Key Responsibilities

• Manage diaries, arrange internal and external meetings, and book meeting rooms or other venues.
• Add reminders for meetings, appointments, and other important tasks.
• Arrange travel, handle related administration, and process expense claims.
• Organise inductions for new starters and support their onboarding.
• Handle emails, correspondence, calls, and meetings, including information that may be sensitive or confidential.
• Take meeting notes, draft minutes, and circulate them to participants.
• Prepare and format a range of documents such as reports, letters, bids, agendas, briefing notes, fee proposals, proofs of evidence, and rebuttals.
• Arrange printing and compilation of document bundles.
• Send fee proposals and follow up with Standard Terms of Engagement and instructions.
• Carry out Know Your Client checks for new clients; Netsuite training will be provided.
• Complete conflict checks.
• Create new projects in Netsuite.
• Coordinate invoices from consultants and sub-consultants.
• Process supplier invoices and application fees in Netsuite.
• Support billing activity and run timesheet reports.
• Issue invoices to clients, save related emails in Netsuite, and maintain online job files.
• Work with clients to resolve billing queries.
• Process expense claims for Partners.
• Keep tender records current, including CVs and case studies.
• Assist other Team Coordinators when needed.
• Serve as the first point of contact when team members are out of the office.
• Be prepared to work outside standard hours when required.
• Carry out any other reasonable duties as requested.

Key Requirements

• Strong spoken and written communication abilities.
• Excellent organisation skills with a sharp eye for detail.
• Ability to manage priorities and meet tight deadlines.
• A proactive, self-driven, and forward-looking approach.
• A positive, energetic, and creative attitude.
• Ability to develop and sustain strong working relationships across departments.
• Advanced IT capability, with strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and other relevant software.
• Dependable, trustworthy, and consistently punctual.
• Uses discretion, professionalism, and tact when dealing with clients, partners, and colleagues at all levels.
• A collaborative team player.

Additional Information

Flexible working options are available, but a minimum number of office days is required. The role may involve working outside normal hours if requested. Netsuite training will be provided for relevant tasks.