Administration Assistant

2 weeks ago

Birmingham, United Kingdom Rider Levett Bucknall Full time

**Job Title**: Team Secretary & Administration Assistant

**Division**: Specification Consultancy & Strategic Delivery SolutionsLocation: Hybrid (minimum 2 days in the office per week)Reporting to: Partner

**Department Overview**:
Our dedicated Specification Consultancy Team at RLB UK produce Architectural Specifications on behalf of Developers and Architects globally. We pride ourselves on the quality of our service to our clients and enjoy long term relationships with them.

**Overview of the Role**:
We are currently recruiting for a Team Secretary / Administrative Assistant to the Specification Consultancy unit but also supporting the wider business unit. The main administrative duties include responses to team requests, maintaining records and keeping multiple internal RLB systems up to date.

**Key Responsibilities**:
Support the team admin requests across the Specification Consultancy unit and the Strategic Solutions unit.

Maintain Compliance across projects, job numbers, forms, correspondence, reports, archiving, filing on internal systems and follow corporate branding, policies and procedures.

Tracking of staff absences/leave and raise any issues with conflicts to the Partner.

Ensure Project Snapshots and staff CV’s are regularly reviewed and updated and are in the correct format and branding style and uploaded to unit-specific folders including RLB Forward (internal software system).

Book travel, hotels and car hire where necessary through travel management company complying with financial levels of authority across offices.

Ensure all risk assessments requirements under Covid Restrictions are in place before booking travel.

Support with the organisation of meetings, events, booking meeting rooms and office attendance where needed.

Processing of monthly sales invoicing for submission to clients on MS Dynamics 365.

Liaise and arrange meetings for the Partner (internal and external).

Track Business Development for Partner and Associates including updating of any excel schedules.

Attend weekly resource meetings and track resource on excel schedules

Assist with the set-up of meetings, presentations and workshops.

Create new Project/Job Numbers across the teams.

**Person Specification**:
Demonstrates a high degree of accuracy and attention to detail.

Exceptional IT skills in MS Office (Word, Excel and PowerPoint).

Excellent organisational skills.

Excellent verbal and written communication skills.

Previous experience on Microsoft Dynamics 365 is preferred.

Previous experience in an administration role.

Uses judgement as to when to ask for help and guidance

A team player with a proactive, personable and flexible approach.

At RLB, our aim is to create and enhance an inclusive workplace culture where diversity is not only accepted but valued and built into our company culture, creating opportunity for all. In order to support this, we recognise the importance of flexible and agile working and are open to having conversations on how this could work for you and our business from day one.

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