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Administrative Support Specialist

2 months ago

Chertsey, Surrey, United Kingdom UKME Mission Enterprise Ltd Full time

Office Assistant

Seasonal Position

Location: Surrey

Compensation: £14 per hour


This position requires 5 out of 7 days with flexible hours during peak periods.

At UKME Mission Enterprise Ltd, we are committed to delivering exceptional private concierge services to our esteemed clientele. Our goal is to ensure that the properties we manage are showcased to the highest standards.

This role presents an exciting opportunity for a skilled individual eager to embrace a new challenge and join a dynamic, high-performing team known for its dedication to providing outstanding service.

Key Responsibilities
  • Monitor and manage the office procurement system, liaising with suppliers for bulk orders and securing favorable pricing.
  • Maintain a detailed record of suspended transactions with relevant vendors to ensure accurate allocation to individual clients.
  • Facilitate the prompt forwarding of received items to clients.
  • Keep an updated inventory log and ensure stock levels are accurately recorded.
  • Conduct shopping trips to source and acquire items as needed.
  • Maintain awareness of stock items to ensure they are utilized before new orders are placed.
  • Communicate with the Office Manager regarding any unfulfilled orders.
  • Consolidate credit card statements and ensure proper documentation is attached.
  • Oversee the accurate filing of contracts, receipts, delivery notes, and other pertinent documents.
  • Receive deliveries and verify their accuracy.
  • Ensure that received goods are checked off against order forms and filed appropriately.
  • Verify the legitimacy and accuracy of invoices, ensuring all totals are correct.
  • Check for duplicate invoices and ensure proper authorization through the appropriate channels.
  • Log mobile phones accurately for client use.
  • Carefully pack and organize the shipping of items to clients.
  • Identify and manage the safe packing of hazardous materials separately from non-hazardous items.
  • Assist with restaurant reservations and coordinate takeout orders as necessary.
  • Support event planning efforts, including design concepts, order placements, and on-site setup and breakdown.
  • Organize transportation, drivers, and security as requested.
  • Maintain a tidy and organized work environment at all times.
  • Perform word processing, filing, and other administrative tasks, including accurate job logging in the company system.
  • Complete any other reasonable tasks as directed by management.
  • Uphold a professional demeanor while interacting with clients, colleagues, and external partners, with a strong emphasis on confidentiality.
  • Deliver exceptional customer service to all visitors and callers.
  • Ensure a consistently professional approach, particularly regarding confidentiality.
  • Engage regularly with colleagues, supervisors, and managers to guarantee efficient service delivery to clients.
  • Provide a highly customer-focused service to both the company and clients.
  • Offer coverage for colleagues during their absence.
  • Adhere to all company policies and procedures, especially concerning health and safety.
  • Perform any additional duties as required.
Knowledge, Experience, Skills, and Abilities
  • Prior experience in office administration.
  • Experience in processing invoices and managing stock control.
  • Proficient IT skills, particularly with MS Office applications such as Word, Excel, and Outlook.
  • Strong numerical aptitude.
Personal Attributes
  • Highly conscientious and detail-oriented.
  • Excellent time management, organizational, and planning abilities.
  • Strong written and verbal communication skills across all levels.
  • Enthusiastic, self-motivated, and capable of using initiative.
  • Flexible and adaptable to changing circumstances.
  • Able to work effectively under pressure and meet strict deadlines.
  • Reliable and punctual in all responsibilities.
  • Professional and presentable at all times.
  • Ability to work well both independently and as part of a team.
  • Maintains confidentiality and discretion in all matters.
  • Follows instructions accurately and cooperatively.
  • Logical and systematic in approach.
  • Multi-task oriented, capable of managing various projects simultaneously.
  • Exceptional customer service skills with a professional telephone manner.

We look forward to your application.