Technical Due Diligence Service Coordinator

Hollis; Greater London; Hybrid; GBP 30,000 - 40,000; Full time

Benefits offered by this job

Life insurance

Private medical insurance

Season ticket loan

Employer pension contribution

25 days holiday plus Birthday leave

Cycle to work scheme

EV car scheme

Job summary

Hollis is recruiting for an embedded Service Co-ordinator within our Technical Due Diligence service, based in London with a minimum of three days in the office. You will support day-to-day service delivery, coordinate clients and third parties, manage trackers, invoicing and scheduling to keep projects on track.

You will work closely with the service lead and wider teams, contributing to smooth operations in a fast-paced, professional services environment while enabling growth across Hollis’

Qualifications

• Proactive, adaptable and able to use own initiative to complete tasks with minimal supervision and enhance the day-to-day running of the service
• Proficient in Microsoft Office packages (Excel, Word, PowerPoint, Outlook etc.) and SharePoint, experience with Dynamics 365 advantageous
• Strong organisational skills and able to work effectively in a fast-paced, dynamic role
• Experience with relevant financial and organisational administration duties (data/record keeping, diary management, invoicing etc.)
• Excellent attention to detail, written and verbal communication skills and able to proof-read work
• Previous experience within a similar professional services administration role, ideally within a similar industry/consultancy environment
• Understanding of Real Estate or Technical Due Diligence advantageous
• Confident to engage and communicate with a variety of people face to face or over telephone including Directors, external clients and internal Hollis teams

Responsibilities

• Collaborate with the service lead on a daily basis to facilitate the overall smooth running and organisation of Hollis’ Technical Due Diligence service
• Act as the main point of contact for clients and other third parties regarding requirements for inspections, through to delivery of reporting
• Project administrative responsibilities: manage & update service trackers, support with fee proposal preparation, schedule site inspections and client meetings, ensuring projects deadlines are adhered to
• Financial administration support, invoicing, tracking billing, creating purchase orders, following up with clients and contractors for payment when required
• Diary and inbox management for service head and the wider team, liaising with internal and external contacts to arrange meetings/events and communicate availability effectively
• Utilise internal Hollis systems (eg. Dynamics 365, Microsoft Office packages to support efficient co-ordination of projects and client management
• Attend service team meetings, work closely with fee-earners and the wider support teams at Hollis including Finance, Compliance, People & Culture and Business Development
• Take ownership of multiple client property portfolios, coordinating the setup, administration, and ongoing management from initial instruction through to completion, ensuring accurate record-keeping, timely updates, and efficient coordination throughout the portfolio lifecycle
• Liaise with the Hollis legal check group, clients and third parties regarding reliance letters
• Manage documentation within data rooms and document management systems
• Work with Compliance to ensure new consultants and contractors are onboarded and approved.

Skills

Proactive mindset

Organisational skills

Attention to detail

Communication skills

Tools

Microsoft Office

SharePoint

Dynamics 365

Job description

The Vacancy

Hollis is delighted to be recruiting for an opportunity within our busy and well-established Technical Due Diligence service. As part of our experienced Business Support team, you will be embedded within the TDD service, working closely with the Head of Service to provide proactive and efficient administrative support. You will play a key role in maximising fee-earner efficiency, supporting service delivery, and contributing to the smooth day-to-day operation of a fast-paced team.

This will be a fast-paced, dynamic position that can offer continuous professional development and growth opportunities. The service is growing quickly across Hollis’ network of offices in the UK and Europe and will continue to do so. You will gain valuable exposure to key internal and external stakeholders, providing input and using your initiative to take ownership as Service Co-ordinator.

You will be based out of our London office alongside the service lead with a minimum requirement of three days per week in the office.

Main responsibilities:

• Collaborate with the service lead on a daily basis to facilitate the overall smooth running and organisation of Hollis’ Technical Due Diligence service.
• Act as the main point of contact for clients and other third parties regarding requirements for inspections, through to delivery of reporting.
• Project administrative responsibilities: manage & update service trackers, support with fee proposal preparation, schedule site inspections and client meetings, ensuring projects deadlines are adhered to.
• Financial administration support, invoicing, tracking billing, creating purchase orders, following up with clients and contractors for payment when required.
• Diary and inbox management for service head and the wider team, liaising with internal and external contacts to arrange meetings/events and communicate availability effectively
• Utilise internal Hollis systems (eg. Dynamics 365, Microsoft Office packages to support efficient co-ordination of projects and client management
• Attend service team meetings, work closely with fee-earners and the wider support teams at Hollis including Finance, Compliance, People & Culture and Business Development.
• Take ownership of multiple client property portfolios, coordinating the setup, administration, and ongoing management from initial instruction through to completion, ensuring accurate record-keeping, timely updates, and efficient coordination throughout the portfolio lifecycle.
• Liaise with the Hollis legal check group, clients and third parties regarding reliance letters.
• Manage documentation within data rooms and document management systems.
• Work with Compliance to ensure new consultants and contractors are onboarded and approved.

Requirements:

• Proactive, adaptable and able to use own initiative to complete tasks with minimal supervision and enhance the day-to-day running of the service
• Proficient in Microsoft Office packages (Excel, Word, PowerPoint, Outlook etc.) and SharePoint, experience with Dynamics 365 advantageous
• Strong organisational skills and able to work effectively in a fast-paced, dynamic role
• Experience with relevant financial and organisational administration duties (data/record keeping, diary management, invoicing etc.)
• Excellent attention to detail, written and verbal communication skills and able to proof-read work
• Previous experience within a similar professional services administration role, ideally within a similar industry/consultancy environment
• Understanding of Real Estate or Technical Due Diligence advantageous
• Confident to engage and communicate with a variety of people face to face or over telephone including Directors, external clients and internal Hollis teams

Our preference is to recruit directly wherever possible. Should this role be approved for support from external recruitment partners, we will contact our PSL agencies accordingly.

Please note that we do not accept unsolicited CVs from agencies. Effective introduction of a candidate will only be accepted if it has been requested to submit CV’s in relation to a specific vacancy. Any speculative submissions will not incur a fee. For any queries, kindly reach out to the appropriate Talent Acquisition team member.

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?

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: [e-mail] or call us on 020 7622 9555.