Admin Assistant

2 weeks ago

Abingdon, United Kingdom C4S Search Ltd Full time

**Overview of the role**

**Main duties/role and responsibilities**

**Reception duties**
- Greeting and dealing with visitors, staff, and contractors
- Dealing with visitors, setting up the meeting rooms prior to arrival with tea, coffee etc - contact the person involved in the visit to advise of arrival
- Ensuring that contractors, service engineers etc are not given access to the building without prior knowledge of their arrival
- Maintaining the supply of visitor’s access cards and issue as needed, making sure they are returned
- Maintaining the tidiness and organisation of the reception area
- Dealing with incoming and outgoing post
- Enquiries to be dealt with accordingly
- Booking travel
- Organising business cards and posters
- Supporting the employee onboarding process through creation of staff passes

**Environment, health, and safety (EHS) team support**
- Supporting the environment, health, and safety (EHS) team with compliance paperwork (scanning, filing, chasing up details)
- Supporting the EHS team with the management of radiation dosimetry
- Dealing with EHS compliance coordination activities
- Provide communications that ensure toolbox talks and safety bulletins have been read and understood by relevant staff
- Regular checks of all first aid kits

**Facilities and office management support**
- Office management duties including ordering of stationary, consumables, and tea / coffee / milk etc for kitchen areas
- Helping the EHS and facilities coordinator with other ad hoc duties that may include company functions

**Purchasing, ordering and finance**
- Raising purchase orders for EHS and facilities as well as other departments as required
- Credit card reconciliation for the EHS & facilities coordinator
- Ordering of cleaning supplies
- Supporting the organisation with the booking of a variety of meetings / talks (e.g., kitchen talks, TEa chats)

**Experience required**
- Previous experience in a reception role or a customer service/facing role
- Good knowledge of microsoft office packages with an emphasis on excel
- Well presented with excellent interpersonal skills, a polite and courteous approach along with a good telephone manner and the ability to work with and communicate with a broad range of people
- Ability to work independently as well as part of a team, meeting tight deadlines
- Sensitivity to confidential information and security of the building

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