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Office Administration Assistant

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Colnbrook, United Kingdom MJM Industrial Full time

This office-based role will involve providing support to the 'Back Office Executive’ in all aspects of administrative support in a busy office, to ensure the office is run efficiently. Required to process general clerical tasks that relate to our customerservice operations and make sure that the day-to-day office tasks are carried out smoothly. In this role you will be handling incoming phone calls, greeting clients/visitors, updating our database, filing and any other general office administration duties.You will be communicating with all departments, will assist with office tasks relating to our Operations, HR, Quality, H&S, Environmental, Logistics/Goods In, updating our SAGE and SimPRO office systems.

**Key Responsibilities**
- Answer incoming phone calls and transfer to the relevant department or take accurate detailed information with the enquiry and assign to relevant person.
- Sign for parcels when required, greeting visitors and hosting them until their contact arrives, arranging refreshments until handover.
- Back-office data entry, setting up new customer and supplier accounts, updating orders, sales order processing, purchasing goods, pricing and stock updates.
- Progress purchase orders, update the system and pass data to relevant person.
- Update spreadsheets: employee and contractor training records, issuing out equipment check forms and recording results. Customer/supplier satisfaction reports, approved-preferred supplier lists, keeping supplier information relevant.
- Filing and retrieving documents in our company filing system (electronically and hard copy).
- To assist the 'Back Office Executive’ with confidential HR administration.
- Ordering office supplies as required to maintain stock level.
- To have responsibility, to continually help and improve the processes relating to the Organisations Quality Management, Health & Safety and Environmental Management systems and to comply with statutory and regulatory requirements of the Organisation.
- Any other duties that the company may reasonably ask you to perform which are within your expertise and skill sets, e.g., making drinks for the office team and visitors.

**Key Accountabilities**
- Accurate data entry on tasks performed
- Being the main contact for incoming calls and visitors
- Willing to assist with reactive assignments, whilst managing personal workload
- Regular distribution of Logs and Checklists, maintaining the data recorded.
- Accurate office filing
- Maintaining office supplies

**Key Skills/Experience**
- Proficient in Microsoft Outlook, Word and Excel
- SAGE and SimPRO office systems (training will be provided)
- To work effectively as part of a team
- Possess excellent communication skills written and verbal
- Strong attention to detail
- Good telephone answering skills
- To always work in a professional manner
- A conscientious, tidy, well organised and pro-active individual
- A can-do attitude, flexible, reliable and energetic
- Car driver, UK licence required

**Measure of Success (KPI’s)**
- Incoming calls answered in a timely manner
- All documentation to be kept filed and up to date
- Company data base kept accurate and up to date
- Confidentiality of all HR information

**We Value**
- Ability to be passionate, energetic, driven with a desire to succeed
- A result driven and energetic approach to opportunities and challenges
- Adaptable to changing situations
- A positive attitude and enthusiasm
- The ability to communicate well at all levels
- Able to work autonomously and as a team player
- Self-motivation

**Hours of Business**: Mon: 8.00am - 4:30pm Tues/Weds/Thurs: 8.00am - 5.00pm

Fri: 8.00am - 4:00pm

**Benefits**: 25 days holiday + bank holidays, Private Healthcare, Pension