Team Coordinator - Commercial Agency in London - Cobalt Recruitment

Role Overview

This role provides comprehensive administrative support to a busy advisory team, helping to ensure the smooth delivery of client services alongside wider business support activities.

The successful candidate will be proactive, highly organised and comfortable working independently in a professional services environment.

Key Responsibilities

Administrative Support

• Managing complex diaries, arranging internal and external meetings, confirming attendance and booking meeting rooms
• Setting reminders for meetings, appointments and key deadlines
• Coordinating seminars, client entertainment and other events
• Organising travel arrangements
• Responding to meeting invitations on behalf of the team
• Producing and formatting documents including letters, reports, agendas and minutes
• Processing expenses and mileage claims
• Maintaining accurate and up-to-date filing systems, including archiving
• Updating and working with internal systems and departmental platforms
• Taking notes at meetings, preparing minutes and distributing them when required

Marketing & Branding Support

Acting as an extension of the marketing function by supporting:

• Brand consistency across all documents, templates and presentations
• Formatting of reports, presentations and client materials
• Maintaining Word and PowerPoint templates in line with brand guidelines
• Ordering and managing business cards
• Proofreading copy including presentations, thought pieces and meeting minutes
• Supporting pitch preparation and logistics
• Updating CVs and case studies for teams
• Ensuring accurate information is recorded and maintained across systems
• Supporting website updates including team profiles and case studies
• Assisting with internal communications and team updates
• Supporting sector meetings, including minute taking and action tracking
• Helping to organise meetings and client events for senior stakeholders

Finance & Compliance Support

Compliance

• Liaising directly with clients to gather onboarding and compliance information
• Issuing terms of engagement and chasing signed documentation
• Undertaking conflict of interest checks and maintaining records
• Checking reports to ensure appropriate approval processes are followed
• Supporting invoice accuracy and correct approval procedures
• Assisting with limitation of liability requirements
• Supporting compliance with relevant ISO standards

Finance

• Working closely with finance teams, including billing and credit control
• Supporting fee earners with the creation and maintenance of client and job files
• Ensuring client and contact details are accurate and up to date for billing purposes
• Monitoring time recording and issuing reminders where required
• Ensuring job and fee information is entered accurately to support timely invoicing
• Liaising with finance and fee earners to ensure invoices are issued promptly
• Producing reports for teams and departments
• Supporting with additional duties as reasonably required