Administration Assistant

2 weeks ago


Baldock, United Kingdom W G Silverton Full time

**Administration Assistant (Maternity cover)**

**Job Purpose**

Providing administrative support in an efficient and friendly manner ensuring that all Administrative duties are completed accurately and delivered with high quality and in a timely manner. Supports managers and the team through a variety of tasks related to organisation and communication.

**Duties and Responsibilities**:

- Coordinate general office procedures;
- Take accurate minutes of meetings;
- Assist with the production of any project documentation, briefing documents, completion reports, submission of paperwork, photo documents, filing, copying, binding, scanning etc.;
- Assist with ensuring that all projects are kept up to date with the current information uploaded, drawings, scope of works, proformas, Business documentation and H&S file information;
- Maintain computer and manual filing systems;
- Download relevant information as requested on a project by project basis for upcoming projects on to the system;
- Assist with entering new Project information into the WGS job book;
- General Administration - including uploading and issuing documentation, Chasing Contractors to ensure completion of projects, reconcile expense report and book travel arrangements;
- Identify through weekly meetings and the workload tracker where Invoicing can take place either for pre-approval works, post approval works or fully completed projects and complete invoicing paperwork for submission at various stages;
- Assist in the production of fee proposals and Issue to relevant teams;
- Liaise with relevant teams where PO’s for jobs are outstanding and follow through with any actions to enable PO issue;
- Track current and upcoming workload to provide a transparent view of when tasks need actioning within a given timeframe, highlighting peaks and troughs in workload and indicating where additional resource may be required or gaps need filling to allow for efficient planning of workload;
- Assisting with general liaison with clients.

**Key Skills**
- Proven administration experience in a similar role;
- Excellent Organisation and planning skills - Must be organised, able to multi task and effectively prioritise tasks on a daily, weekly or monthly basis;
- Attention to detail and problem solving skills - Must have excellent attention to detail to ensure that everything issued is professional and to a high Standard;
- Highly skilled in Microsoft Office Applications - Excel, Word, Powerpoint and Outlook;
- Ability to meet deadlines - Effective time management of tasks ensuring that where client deadlines are present these are adhered to, or if not realistic this is highlighted and expectations are managed;
- Good presentation Skills.
- Good interpersonal skills - Positive attitude, approachable and able to work as part of a team or on own;
- Excellent communication skills - Must be an excellent communicator and able to communicate professionally and effectively at all levels and with all members of the team, along with; Clients, Contractors & Sub Contractors, Statutory Authorities etc.;
- Reliable, honest and professional;
- Works well under pressure - Must be flexible in approach to work.

**Job Types**: Part-time, Temporary contract
Contract length: 10 months

Pay: £11.50-£12.50 per hour

Expected hours: 25 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Day shift
- Holidays
- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (required)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Application deadline: 01/05/2024
Expected start date: 13/05/2024



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