Administration Assistant

Job Overview

We are seeking a highly organised and detail-oriented Administrative Assistant to join our team. This role involves providing essential administrative support to ensure the smooth operation of daily office activities. The ideal candidate will possess strong computer skills, excellent communication abilities, and a proactive approach to managing various clerical tasks. This paid position offers an opportunity to develop professional skills within a dynamic office environment.

General Duties

• Coordinate incoming post, including packages and deliveries (incoming and outgoing).
• Order catering as required for meetings.
• Monitor internal kitchen supplies and order as necessary (including milk for colleague use).
• Provide general administrative support as required.
• Demonstrates best practice in ordering stationery and supplies for the office consider cost and usage requirements.
• Ensure the office is tidy and presentable, with particular attention given to meeting rooms and the reception area.
• Make bookings on behalf of colleagues including at industry events, trains, hotels etc.
• Printing, binding, and folding technical documents, ensuring quality of presentation.
• Demonstrate ability to manage priorities meet deadlines and multitask effectively.
• Attention to detail: Exhibit precision and accuracy in work ensuring highest quality output.
• General administration duties including letters, meeting minutes, reports, and invoicing
• Data entry and database management
• Supporting marketing activities
• Attending events as required
• Providing essential administrative support across multiple departments
• To undertake, analyse and report on client satisfaction feedback
• Supporting with events and maintaining a professional working environment

Telephone Management

• Answers phone calls within set KPI's in a professional manner.
• Immediately return any missed calls.
• Accurately record calls on Call Log.
• Takes ownership of telephone messages, dealing with calls in a timely and appropriate manner.
• Pick up and record voicemails.
• Manage incoming calls professionally providing information and resolving inquiries effectively.
• Use initiative to identify sales calls and deal with appropriately.

Guest Management

• Be the point of contact for all visitors to the office.
• Answer the internal and external doorbell.
• Preparing in advance to welcome visitors, knowing who to expect so you can provide a personal greeting.
• Booking meeting rooms and visitor car parking spaces as required.
• Monitor internal booking calendars and servicing meeting rooms before and after to ensure they are always tidy and professional.

Project Finances

• Takes payment from clients over the phone in Finance Coordinator's absence.
• Assist Finance Team and Project Owners with invoicing.

Knowledge, Skills, and Behaviours

• Good resource planning skills, identifying early if team support is required. For example, to cover phones when expecting visitors.
• Commitment to excellence.
• Excellent telephone manner.
• Comfortable wearing a headset to answer incoming telephone calls.
• Ability to manage workload and prioritise in accordance with business need.
• Ability to multi-task effectively.
• Ability to perform repetitive tasks with a high degree of accuracy.
• Excellent attention to detail.
• Positive, energetic "can-do" attitude.
• Comfortable working independently with minimal supervision
• Uses initiative.
• Strong research, analytical, and problem-solving skills
• Awareness of technical abilities and offerings of the company
• Competent multitasker, problem solver, using initiative under pressure
• Eloquent and articulate with strong numerical skills
• Knowledge of construction industry (Not essential)

Software and IT Skills

Proficient in using the following systems:

• Word
• Excel
• Outlook
• PowerPoint
• Microsoft Teams
• Workspace – Training will be provided
• SharePoint
• DocuSign
• BigHand
• Adobe or Bluebeam

Working Pattern

• Full Time, office-based Position (40hrs/week)
• 8.30am-5pm (with half hour lunch break)

This position is ideal for candidates who are proactive, reliable, and eager to contribute to a well-organised office environment.

Job Types: Full-time, Permanent

Pay: £24,600.00-£25,500.00 per year

Benefits:

• Company events
• Company pension
• On-site parking
• Private medical insurance

Work Location: In person