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Administrative Assistant

1 month ago

London Area, United Kingdom ACIERTA Full time

Acierta is a design & production house with offices in UK, Spain and France, operating throughout the globe. Founded in 2005, we are a team of experienced specialists in creativity, production, logistics and installation in any kind of Retail, Events and Hospitality projects.



About the Role - We are looking for an organized, empathetic, and solution-oriented individual to join our team in London. The selected candidate will have a client-focused approach and provide administrative support to the team members in our office. The ideal candidate will be responsible for general office services (supplies, connectivity, IT equipment, etc.) and will offer administrative support in procurement, ensuring the complete management of the purchasing process and timely delivery, as well as the proper documentation of the entire process. Additionally, they will handle common administrative tasks such as telephone reception, visitor assistance, and mail management.


Responsibilities

General Administrative Support:

  • Telephone and office reception:
  • Answer and direct phone calls.
  • Provide support to visitors and address their inquiries.


  • Administrative tasks:
  • Manage multiple administrative tasks and ensure deadlines are met.
  • File, scan, and copy documents.
  • Sort and distribute mail and packages.
  • Resolve administrative issues as they arise.
  • Handle sensitive information with discretion.


Administrative Management of Purchases and Shipments for Teams/Projects:

  • Receive and process purchase orders.
  • Ensure timely purchasing and delivery.
  • Manage local shipments and international shipments.
  • Report on the progress of purchases, including completion and delivery estimates, keeping requesters and project stakeholders informed.
  • Ensure proper documentation management throughout the purchasing and receiving process.
  • Review supplier invoices and manage requests for adjustments, ensuring correct allocation to the corresponding project.


Communication and Coordination:

  • Respond to emails, phone inquiries, and in-person requests.
  • Provide accurate information in response to inquiries.
  • Serve as a liaison between departments and employees.
  • Receive and assist office visitors.


Other Tasks:

  • Ensure office supplies are available and inventory levels are maintained (paper, cartridges, cleaning products, etc.).
  • Manage the purchase and setup of IT equipment, laptops, screens, and work accessories (headphones, mouse, keyboard, etc.).
  • Manage company mobile devices, including purchasing terminals, SIM card setup, and handling user changes.
  • Coordinate office equipment repairs and maintenance, such as heating, phone, internet, and alarm systems.
  • Report readings for office supplies (water, electricity, gas).
  • Contribute to the team’s efforts and perform other related tasks as required.


Requirements

  • Experience:

Proven experience on similar roles (5 years)

Experience with office management systems and procedures.

Experience in procurement and supply management.


  • Skills:

Proficiency in Microsoft Office.

Excellent time management skills and the ability to prioritize tasks.

Strong organizational skills with the ability to multitask.

Attention to detail and problem-solving abilities.

Excellent communication skills (both written and verbal).

Ability to handle sensitive information discreetly.


  • Education:

High School diploma or equivalent. GCSE English and Maths are often necessary for candidates for entry-level administration positions


  • Languages:

Spanish and English are essential.

Other languages will be taken into consideration.


We Offer:

A dynamic and collaborative environment in our London office.

Opportunities for professional development and growth.