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Business Support Assistant

2 months ago

Scotland, United Kingdom Cammach Bryant Full time

Our client is looking for a Business Support Assistant on a full-time staff basis in Dyce, Aberdeen. (Fully Office Based)

ROLE

To provide assistance to the Business Unit with administrative, commercial and secretarial support,  Based on the reception desk greeting on-site visitors and telephone enquiries.

RESPONSIBILITIES:

Technical / Operations

Provide an efficient administration service to the Business Unit Manager and other members of the department as required, and ensure all correspondence and queries are dealt with in a timely manner
Support independent Sales and Repair of Spares opportunities and enquiries including compilation of quotations and identifying opportunities for upselling and cost optimization/maximizing profit margins
Provide cover and support to the Business Unit Estimator and Project Engineers by compiling quotations, invoicing and conducting financial job reviews for major completed contracts when required
Provide additional support as required to the Business Unit Project/Materials Engineers and supervision
Collate data, update and report on Business Unit KPI’s
Assist in the preparation of presentations, tenders and promotional/marketing material
Upkeep and maintenance of company communication platforms
Maintenance and administration of companies Maximo system including raising work/sales orders, carrying out and circulating contract reviews and managing sales/work order closure
Make meeting arrangements, issues agendas and notes/minutes as required
Provide cover to company reception when required to meet and greet visitors, as well as management of incoming telephone calls
Arrange domestic and international travel for employees as required
Planning and Organising

Maintain a high standard of organisation to meet the requirements of the business, customers and associated stake holders.
Ability to manage workloads and changing priorities

General

Ensure administration duties are carried out effectively and in a timely manner
Communicate effectively within the department and provide support and assis-tance to other staff/suppliers/customers where appropriate
Undertake other duties as may be reasonably required to meet the needs of the business
Ensure compliance with all Company policies
Actively highlight any improvement opportunity that may contribute to ensuring the safety of our people, improve quality standards and take care of the environment
REQUIREMENTS:

Financial/Budget Accountabilities

No direct financial or budget responsibility, but a keen awareness and understanding of the financial impact of actions carried out is required.
Identify most cost-effective options for UK/Overseas travel
Manage Inventory levels and purchase within Budgetary constraints
Ensure alignment of quotations with companies financial guidelines and customer contracts
Core Competencies/Technical Requirements

Excellent written and oral communication skills
Use of Company IT systems and databases including Maximo, Oracle and SharePoint
Proficient level of computer skills including; - Word, Excel, PowerPoint and other MS applications
Well organized, resourceful with ability to work independently and as part of a team
Attention to detail
Self-starter, use initiative, and problem solve
Adaptable, flexible, good team worker
Knowledge of gas turbines or rotating equipment will be advantageous, although not essential
Qualifications/Experience

The position does not specify academic qualification
The role does however require that the incumbent can demonstrate vocational skills and general experience
Internal/External Interfaces

All levels of Management, Staff and Customers
Vendors/Suppliers
Travel Agent