Administrative Assistant

1 week ago


Chichester, United Kingdom Solid Recruitment Solutions Full time

Job Title: Administrative Assistant

Area: Chichester

Salary: £24,000 to £25,000 d.o.e

Responsibilities for Administrative Assistant:

Reception and Facilities Management:

  • Manage the online booking system (Sign In App) and handle reception duties.
  • Greet visitors, accept deliveries, and serve as the frontline telephone responder.
  • Maintain meeting rooms, directors’ room, and assist during meetings.
  • Fulfil responsibilities as Fire Warden and First Aider, including being a named responder

Administrative Support:

  • Provide general administrative assistance to the Finance team, HR team, and Compliance Consultant.
  • Support softphones, mobile phones, and 2SMS messaging system administration.
  • Manage the admin credit card and submit monthly expenses on Continia.
  • Take accurate meeting minutes as required.

Office Supplies and Equipment:

  • Order and manage kitchen/domestic supplies and equipment.
  • Order gifts for employees and raffle donations for customers.
  • Maintain the Company Organogram.
  • Organize annual PAT testing of all electrical equipment.

Facilities Management:

  • Check, replenish, and manage facilities and equipment within the building (e.g., kitchen, toilets, staff room).
  • Understand and operate key equipment/facilities (e.g., printers, heating system, security system, and Flip screens).

Business Insurance and IT Support:

  • Assist the Financial Controller with business insurance administration, including annual renewals.
  • Provide general IT support, managing/monitoring all IT assets and subscriptions.

Business Vehicles and Petty Cash:

  • Provide administrative support for matters relating to the business fleet.
  • Manage the annual renewal of Driver Declaration forms, PCN administration, and vehicle rental administration.
  • Maintain petty cash and provide monthly reconciliation to the Assistant Accountant.

Event Coordination:

  • Organize annual events, including Company Day, summer party, and Christmas party.
  • Assist in planning and executing ad-hoc events, including support for regular team social gatherings.
  • Travel and Accommodation Management:
  • Manage hotel bookings for employees and guests.
  • Coordinate venue bookings for various company events.
  • Arrange taxi bookings for staff when necessary.

Qualifications:

  • Proven experience in administrative roles with diverse responsibilities.
  • Strong organizational, multitasking, and problem-solving skills.
  • Excellent communication, interpersonal, and customer service skills.
  • Proficient in using office software and IT tools.

Attributes:

  • Proactive: Anticipate needs and take initiative.
  • Detail-oriented: Ensure accuracy in all tasks.
  • Collaborative: Work effectively with cross-functional teams.
  • Resourceful: Find solutions to challenges efficiently.

How to Apply:

Candidates interested in the Administrative Assistant should submit their CV in response to this advert



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