Admin Assistant

2 weeks ago


Nottingham, United Kingdom Mitie Full time

**Based in Nottingham or Bordon**

**Contract Type**: Permanent
**Hours**: 40 hours per week
**Salary**: £22,000

**Job Objectives and Responsibilities**
- To work closely with the Operations and Business Support Manager and Management Team to proactively manage the administration process
- To represent the business

**Main Duties**
- To work and take instruction from the Operations and Business Support Manager as required
- Constant communication and day-to-day correspondence with the support team
- Client liaison, dealing with any issues and complaints - processing as required
- Handle all queries, internal and external
- Handle all quote requests and additional work enquiries
- Update internal and external databases and administration systems as required
- Accurately file both manually and electronically as per business policy and procedures
- Ensuring operational paperwork is to corporate standards
- Ensure all completion paperwork is accurate and submitted in a timely manner
- Raise Purchase Order Requests
- Absolute responsibility for capturing all costs including all materials and subcontractors
- Raise all client actions in the SAFE system and allocate to relevant managers
- Final closure of all regional actions in the SAFE system
- Support financial processes e.g. aged debt
- Ensure that all health and safety company procedures are adhered to
- Have a flexible approach to business support to ensure deadlines are achieved
- Ownership of data systems and contract processes to ensure records are maintained and processes followed as appropriate
- Create and manage contract report and supporting contract documentation
- Assist in the preparation for client meetings
- Manage the quote process for contracts
- The timely completion of all scanning and uploading as required by the business
- Administer the appointment and use of subcontractors
- Assist in the creation and distribution of management information and reports
- Create reports for client information
- Assist in any financial reporting and variation submissions for billing
- In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Business Support Manager

**Person Specification**
- Administration experience essential
- Relevant experience of Microsoft packages
- Excellent data entry skills
- Financial Awareness
- Must have a flexible approach to working
- A knowledge of facilities management sectors is desirable
- Ability to manage own time and prioritise workload
- Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required
- Ability to work on own initiative to a high level of accuracy and to meet deadlines
- Customer Care - Capable of delivering results and meeting customer expectations
- Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises
- Attention to detail
- Well presented, professional appearance and attitude with a positive and professional approach
- Excellent time keeping skills and strong planning and organisational ability
- Excellent written and spoken communication skills
- Discretion in dealing with confidential information

**Health and Safety Responsibilities**
- Follow Group and company policies and procedures at all times;
- Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;
- Use all work equipment and personal PPE properly and in accordance with training received;
- Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;
**_Note_**

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.


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