Administrative Assistant
3 weeks ago
Key Responsibilities:
- Oversee and coordinate all aspects of general office administration including maintaining administrative systems.
- Undertake all general office administrative duties in an efficient manner, always offering a good and consistent service to office staff.
- Provide administrative assistance to all office staff including booking flights, train tickets and hotel rooms and anything else that may be required.
- Interact with colleagues, customers and visitors, maintaining a polite and helpful approach with all.
- Answer telephone calls, enquiries and requests and handle them courteously and appropriately or pass to a relevant member of the team.
- Prepare responses to correspondence containing routine inquiries.
- File and retrieve company documents, records and reports and ensure all filing up to date and well-managed.
- Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office.
- Set up and coordinate meetings and conferences.
- Attend meetings as requested in order to record minutes, Compile, transcribe and distribute minutes of meetings.
- Collect and maintain inventory of office equipment and supplies and put this away in all relevant buildings.
- Arrange for the repair and maintenance of office equipment.
- Support staff in assigned project-based work.
- Maintain confidentiality in all aspects of company and customer information.
Facilities Support:
- Support the Facilities Manager with general administrative tasks including raising jobs for repairs to be carried out, building walk arounds.
- Support the Facilities Manager when responding to queries from the site building manager.
- Locker management in all welfare buildings.
- Ensure all common areas of the building are kept clean and tidy.
- Be prepared to take additional responsibility, where you see it is necessary, to support the department/function or the office staff in general.
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