Team Support Administrator

3 weeks ago

Normanton, United Kingdom Major Recruitment Huddersfield Full time

Major Recruitment are currently seeking a team support administrator to join our established client in Normanton, working within the accounts team.

The role of the Team Support assists with the day-to-day administrative tasks which support their respective teams to successfully ensure delivery of our clients' pipeline work, aiming to exceed expectations with continual improvement. Team Support is vital support role and crucial to ensuring a smooth functioning of various administrative tasks helping to provide a comprehensive administration support, facilitating communication, and contributing to the overall efficiency of the operations team

The job description and schedule of tasks are continually developing, but the following outlines the current principal expectations

Key attributes of Team Support

  • Ability to organise and prioritise tasks efficiently to ensure smooth operations with efficient management of time and resources to accomplish tasks within deadlines.
  • Thoroughness and accuracy in handling administrative tasks such as data entry, and document preparation and storage.
  • Clear and effective communication, both verbal and written, to interact with all stakeholders.
  • Excellent collaboration, and people skills to enhance effectiveness working as part of a team.
  • Have exemplary positive customer centric communications skills.
  • Excellent time management / time keeping.
  • Collaborative attitude to work effectively as part of a team build and maintain positive relationships with colleagues, clients, and suppliers.
  • Flexibility to adapt to changing priorities, tasks, and situations in a fast-paced environment.
  • Having a motivated proactive approach to taking on responsibilities, seeking opportunities for improvement and exceeding expectations for stakeholders. "Delivering WOW"
  • Ability to identify issues, propose solutions, and implement improvements in administrative processes.
  • Discretion and integrity in handling sensitive information and maintaining confidentiality.
  • Capacity to handle pressure and setbacks with resilience, maintaining professionalism and composure.
  • Communicate promptly (>24 hours) and proactively to all stakeholders.
  • Strong verbal and written communication skills are crucial for effectively interacting with internal stakeholders, external clients.

External responsibilities:

  • A point of contact for external clients, responding to inquiries, providing information, and addressing concerns in a professional and timely manner.
  • Coordinate and schedule meetings with clients, including arranging appointments, sending meeting invitations, and arranging facilities / meeting rooms/ logistics.
  • Inform clients on the progress of their signage projects as requested by the Project Team be it one task or multiple. For example, an Advertisement Application update, site attendance, milestones achieved, or addressing any issues or delays promptly.
  • Occasionally may have to deal with client complaints or issues effectively, collaborating with internal teams to find solutions and ensure client satisfaction.
  • May from time to time be a point of contact for their client(s) project teams on small repetitive enquires.

Internal responsibilities:

  • Complete tasks that a Project Manager / Account Manager requests that relate to the successful preparation and delivery of their projects; however, Team Support must have been appropriately briefed or trained to conduct said task. Any task completed will be checked/endorsed by the Project Manager, who is ultimately responsible.
  • The ability to organise and prioritise tasks efficiently is essential for managing multiple on-going tasks for required task deadlines.
  • When given a task, they see it through to completion with awareness of the project timeframes/critical paths. Never wait to get chased by the Project Managers or Account Managers - ownership of tasks considering bigger picture.
  • Maintain accurate records of all stakeholder interactions, inquiries, and transactions in the System File Structure to track communication history and manage project records effectively, ensuring they are properly organised, updated, and accessible to relevant team members as needed.
  • Answer general telephone calls and main reception door in a professional and polite manner. In many cases this can be the first contact with my client
  • Assist in the implementation of company policies, procedures, and guidelines by communicating updates to employees, distributing relevant documentation, and providing guidance on compliance requirements.
  • Collaborate with stakeholders where required to organise internal events, activities, or initiatives aimed at promoting employee morale and teamwork.
  • Required to consult with suppliers and logistics team to assist with project delivery of goods or stakeholder updates.
  • Occasional may need to coordinate travel arrangements for Project Managers / Account Managers including booking flights, trains, accommodations and investigate best efficient cost-effective options.
  • Assist in monitoring credit and debt with the Accounts and Project Team. Such as ensuing all the customer and invoice data is correct and issued to the correct place with the correct Order Number. Following up with debt chasing if required or required order uplifts.
  • Grow knowledge to assist with pragmatic approach to future process challenges across different Ashleigh Pods.
  • Promote our clients values, use our clients language and encourage others to do the same work within the pod and with wider Stakeholders team.
  • Take responsibility for communicating promptly and proactively with their team and colleagues.
  • Always appear calm and approachable. If there are challenges highlight in a professional manner to conclusion.
  • Are responsible for proper planning and prioritising of their workload.

Project Team Support Prerequisites/Training Plan:

  • Good educational standards of literacy and numeracy
  • NVQ or diploma in business administration, office management, or a related field may be advantageous.
  • Basic knowledge in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office hardware is essential.
  • Training or certification desirable to increase efficiency in performing administrative tasks.
  • Prior experience in an administrative role is preferred. Experience in a similar industry, such as signage, manufacturing, or construction desirable.
  • Experience with data entry, record-keeping, and database management.
  • Completion of Induction Process.

Hours of work 08:30 to 17:00 with 1 hour lunch Monday to Friday

INDAC

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