Administration Assistant

7 months ago

StokeonTrent, United Kingdom Ener-Vate Full time

**Who are Ener-Vate?**

Ener-Vate is part of the Natural Resources and Energy division within the Peel Group.

**About the role**:
As Administration Assistant, you will be supporting the internal operations management function that is critical to the business. The primary function of the department includes accounts, marketing, general business administration support functions.

**You will**:

- Assist with day-to-day administrative tasks, including managing phone calls, scheduling appointments, and organising meetings and events.
- Assist with general office duties, such as filing documents, ordering supplies, and maintaining office equipment.
- Assist with ensuring our GDPR, Health & Safety (H&S) and Human Resources (HR) policies and processes are up-to-date and are being followed.
- Respond to inquiries from clients, vendors, and other stakeholders in a professional and timely manner.
- Collaborate with other team members to ensure compliance with company policies, procedures, and accounting standards.
- Provide support to the Operations Manager by processing accounts payable and receivable transactions accurately and in a timely manner.
- Assist in preparing financial reports, invoices, and statements for internal and external stakeholders.
- Follow up with debtors regarding overdue invoices.
- Personally contribute to the business plan with a minimum billable hours utilisation efficiency of 20%.
- Essential Skills/ Experience/ Qualifications required:

- Previous experience in an administrative role, preferably in a finance or accounting environment.
- Basic understanding of accounting principles and practices, with experience in accounts payable and receivable.
- Proficiency in MS Office Suite, particularly Excel, and experience with accounting software (e.g., Xero, QuickBooks).
- Strong organisational skills and attention to detail, with the ability to multitask and prioritise tasks effectively.
- Excellent communication and interpersonal skills, with the ability to work collaboratively in a team environment.
- High level of integrity and discretion when handling sensitive financial information.
- Proactive and self-motivated, with a willingness to learn and adapt to new tasks and challenges.
- Passion for renewable energy and sustainability initiatives is a plus.

Desired Skills/ Experience preferredDuties of the role:

- Exceptional communication and presentation abilities.
- Exemplary organisational skills, capable of orchestrating tasks, schedules, and resources efficiently.
- Excellent problem-solving skills, proficient at identifying challenges and implementing effective solutions.
- Meticulous attention to detail, dedicated to upholding and improving high-quality standards across all business documents and outputs.
- Creating and maintaining filing systems - physical and online.
- Procure IT equipment where required.
- Scheduling and attending meetings, creating agendas and taking minutes, following up on outstanding actions, in conjunction with Marketing and Admin Manager
- Keeping diaries and arranging meetings and appointments for the 3 company directors, in conjunction with Marketing and Administration Coordinator.
- Organising travel and accommodation for all Ener-Vate staff, in conjunction with Marketing and Administration Coordinator.
- Order stationery, branded clothing, PPE and office supplies when required, in conjunction with Marketing and Admin Coordinator.
- Keep tracker of national industry events, ensuring we have the right staff at the relevant events, budget dependant.
- Assist in coordinating and manage all Ener-Vate events (internal and external)
- Support the Operations Manager with business processes.
- Assist the Operations Manager and Accounts Manager chasing debtors and preparing/tracking invoices and purchase orders.

**ESG Responsibilities**:

- To support the Operations Manager and Peel L&P in responding effectively to the risks and opportunities presented by climate change and meeting our internal ESG Concrete Goal.
- Report progress on sustainability and ESG at Board meetings
- Demonstrate a positive contribution towards Peel L&P’s 7 ESG Indicators
- Work closely with the Sustainability Team to ensure the following studies are undertaken for projects at the earliest opportunity:

- biodiversity net gain assessment
- natural capital net gain assessment
- carbon appraisals
- Social Value Framework
- Assist in embedding sustainability and ESG considerations into processes and projects, and highlight innovative ways of doing so
- Be carbon literate and have the necessary skills to embed sustainability considerations into your role

**Health & Safety Requirements**:

- Completion of all mandatory compliance training
- Completion of risk assessments as required

**Benefits**:
Our belief is that people should be rewarded for hard work, so we offer a fantastic benefits package to all our team members. From Discretionary Bonus Scheme, 25 Days Holiday + Bank Holidays, Deat

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