Business Support Assistant

4 weeks ago

Norwich, United Kingdom Acteon Group Limited Full time

Acteon provides a range of industry-leading products and services to support marine and subsea projects for the renewable, nearshore construction and oil and gas sectors across all phases of the lifecycle. We develop and engineer solutions and integrated services using data and knowledge-based insight across our customers' dynamic floating and fixed physical infrastructure.

We are currently recruiting for a **Business Support Assistant** to join the team in Norwich on a full time, permanent basis.

Central to the role will be engagement and interaction with stakeholders at all levels of the global organisation; strong inter-personal skills combined with a "team player" approach will be critical.

**Duties/Responsibilities**
- First contact to answer Acteon main phone number, promptly answering all calls with a polite telephone manner, taking messages where necessary
- Assisting the Business Support Partner with travel bookings, including flights, trains, taxis and accommodation
- Ensure hygiene is upheld within the office and all desks and communal areas are maintained with a high degree of cleanliness, making sure that sufficient PPE and cleaning products are available for office staff
- Ordering consumables and janitorial supplies for the office, ensuring products for cleaning contractor are in good supply
- Assisting with compilation of monthly expense claims for staff where necessary
- Handling and sorting incoming post and parcels. Dealing with all outgoing post and parcels
- Maintain office stationery inventory and stocks of office supplies - checking stock levels; ordering; taking delivery, unwrapping and storing; checking delivery notes/arranging returns; matching delivery notes against invoices
- Managing photocopiers, ensuring supplies of paper, ink cartridges/ink disposal containers are available; that technical problems are resolved; and copiers are always stocked and in working order
- Manage the car parking log for the corporate office, updating internal spreadsheet with accurate data and liaising with Traffic Control on changes
- Photocopying, binding and circulating reports including Finance reports
- Providing other ad hoc general administrative support to the Business Support Partner and colleagues both in the Norwich and London offices
- Welcome all visitors to the corporate office, including signing in and out visitors and contractors
- Maintain Approved Contractor list, ensure all on-site contractors have been risk assessed, are compliant, hold in date insurance and have been risk assessed
- Providing hospitality for meetings/visitors (ordering lunch; serving drinks; setting up and clearing meeting rooms)
- General office tidiness including shredding and disposal of confidential documents, undertaking coffee/tea kitchen duties, including setting and emptying of dishwashers, ordering fruit and milk etc.
- Assisting with general accounts payable duties
- Assisting with general finance duties IE reporting/banking tasks

**Requirements**:

- Administrative vocational qualification or apprenticeship preferred
- Track record of organisational skills as well as contributing to the effectiveness of team
- Demonstrable success of working responsively in a team environment
- Strong Microsoft Office suite skills (including Outlook, Word, Excel and PowerPoint).
- Ability to communicate effectively and succinctly both in written and verbal format
- Maintenance of a professional manner in all working situations; consistently considerate and personable
- Adaptable in style with the ability to build relationships with a variety of individuals from a range of cultures, backgrounds and levels in the organisation
- Highly focused and committed with the ability to consistently think ahead about the requirements of colleagues and the office generally and pre-empt potential issues
- Ability to multi-task and prioritise to ensure consistent and efficient outcomes are achieved
- Flexible approach with the ability to respond to business needs through adjusting working patterns
- Ability to quickly gain trust and confidence of others
- A genuine team player with a down-to-earth approach who enjoys gaining results for the collective as well as the self
- A high level of both confidentiality, discretion and responsiveness is essential

**Job Snapshot**:
**Location**:
Norwich-
**Job Type**:

- Administration & Business Support-
**Date Posted**:

- 30/3/2023

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