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Business Support/administration Assistant

2 weeks ago

Wakefield, United Kingdom Wainwrights Full time

**Main Purpose of the Job**

The Business Support/Administration Assistant will support our Office Manager and work alongside our existing Business Support Team to provide outstanding service to our clients and colleagues.

Working in a relaxed, professional and busy environment, this role involves welcoming our colleagues and visitors, ensuring that they are well cared for and our impeccable business standards are maintained. You will also assist with varied, general administration support to the office and cover shared reception duties.

**Business Purpose, Vision and Core Values**

**Business Purpose**:
Wainwrights strive to provide ‘Best in Class’ professional Consultancy Services, that enable our clients to achieve best market value and to have the confidence that their construction projects and building assets are managed properly and in a professional manner.

**Business Vision**:
To be the trusted partner of our valued clients, providing ‘Best in Class’ professional Building Surveying, Architecture, Quantity Surveying and Project Management services, in a reputable and sustainable manner.

**Company Core Values**:
On it

Reputable

Genuine

Market Leading

Team Focused

ESG Committed

**Company Website**:
**Main Duties and Responsibilities of the Role**
- Answering the office phones and transferring to desired contact.
- Answering the door and greeting visitors.
- Arrange and prepare refreshments/lunches for meetings.
- Placing stationery orders and general office replenishments.
- Booking of travel and hotels.
- Assisting with hospitality gifts and events.
- Ordering PPE.
- Subscription Renewals.
- Sourcing new Business Cards & ordering.
- Audio and Copy typing of leases, reports and other documents.
- Production of letters, minutes, reports, photo schedules, contract documents and other documents to a high standard.
- Ensure all correspondence and documents are accurate, grammatically correct, error free and comply with Wainwrights Brand Guidelines.
- Utilising SharePoint to manage and upload project information if required.
- Uploading project information, contacts and other information on our internal customer relationship management system (CMAPS).
- Maintaining and updating Asset List.
- Assisting in keeping the company website up to date, social media posts and drafting case studies and capability documents.
- Booking Continuing Professional Development (CPD) Sessions and maintaining the Training Plan. Collating Certificates following the session.
- Opening and managing new projects on the system.
- Attendance at internal departmental meetings and occasional note / minute taking.
- Collating and updating client workflow update spreadsheets.
- Assisting with internal ISO9001 audits.
- Review of ISO processes with all of the team and assisting with typing up & re-branding templates/policies and standard documents.
- Monthly Emergency Lighting Testing.
- Weekly Fire Alarm testing.
- Scheduling appointments and visits (with internal and external clients and consultants).
- Assisting the Finance department with monthly invoicing and pipeline management.
- Plus any other reasonable duties as required.

**Competency Profile**

**Skills and Abilities**

Essential
- Time management and organisation skills
- Good attention to detail
- Multi-tasking
- Copy typing skills (min 50wpm)
- MS Office, including Word, Outlook and basic Excel skills

Preferred
- Knowledge of ISO9001 Accreditation and/or experience of executing policies and procedures.
- Audio typing skills (min 50wpm)
- Minute or note taking
- Database management
- First Aider
- Fire Marshal

**Personal Attributes**
- Must be able to fit in with the Wainwrights team.
- Sufficient level of professionalism.
- Drive to succeed.
- Positive and respectful to others.
- Well presented.
- Confident with excellent communication skills.
- Willingness to learn new skills and contribute to a vibrant and thriving office.
- Professional, friendly and approachable.
- Proactive and self-motivated.
- Enjoy a varied workload with a ‘can do’ attitude.
- A positive team player who enjoys a collaborative team culture.

**Knowledge and Education Achievements**

Preferred
- Previous Commercial Property knowledge.
- ISO9001 Policies & Procedures.
- Document control.
- Xero accountancy system.
- Go-Report.
- Voip telephone systems.
- SharePoint
- CMAPS

**Hours of Work**:
Full time: 37.5 hours per week Monday to Friday 9am - 5.30pm (1 hour lunch break).

**Salary**:
Dependant on Experience

**Annual Leave**:
23 days, plus statutory holidays

Office closure over the Christmas & New Year period.

**Location**:
Office based role at Calder Park, Wakefield, WF4 3BA

**Benefits**:
Free staff parking

Exceptional life insurance cover

Annual discretionary bonus

Pension Scheme

Employee Assistance Programme

Voluntary Wellbeing Scheme

**Applications**: