Admin Support Livingston, Scotland
Job description
Imagine a future where you are part of a team building a sustainable future through renewable technology.
The Company
At Deutsche Windtechnik Ltd, we need to make our people our priority and make it our mission to give customers a choice outside of traditional OEM service provision. Our vision is to be the preferred independent service provider for all windfarm owners and operators by making our services safer, cleaner, efficient, compliant, and right first time.
Hybrid – Edinburgh/ Livingston
Job purpose
The Admin Support is responsible for providing administrative support to the whole company, providing remote support to our sites within the UK. The ideal candidate will be experienced in handling a wide range of administrative support. They will be able to work independently in a busy work environment. They will be extremely organised, flexible and enjoy the challenges of supporting a busy diverse team.
Duties and responsibilities
Managing and supporting the day to day administration of the business
- Office and site supplies – ordering / price negotiations / quotations / checking delivery
- Dealing with all correspondence, queries and complaints
- Office related filing system – paper and e-files
- General administration support for training
- Forwarding important communications to UK staff
- Organisation and preparation for meetings / events
- Supporting with any adhoc queries related to the digitalized travel booking app
Support to HR Team
- Booking medicals and liaising with employee and line manager to coordinate effectively
- Supporting with the administration of induction and onboarding; including but not limited to coordinating inductions, booking new start medicals, issuing reference request and confirmation of employment start date letters
- Supporting with the administration of recruitment
- Communicating adhoc and project related correspondence to employees
Support for Contracts
- Ongoing data administration on Deutsche Windtechnik’s Enterprise Resource Planning (ERP) System
- Creating quotations through the ERP system in order to support sales of Additional Services
- Supporting and liaising with the finance team to ensure accurate invoicing of Additional Services
- Ongoing maintenance and ownership of the Additional Services tracker (reporting spreadsheet)
- Communicating effectively with the Site Administrator, Site Leads and engineers and other stakeholders with regards to Additional Services and quotations and ensure that they are driven effectively and efficiently.
Support to Finance Team
- Manage finance mailbox & post
- Manage invoice approval process
- Process supplier invoices
- Complete regular supplier statement reconciliations
- Code and process all credit card statements
- Code and process employee expenses
- Understand and apply cost centre accounting
- Understand basic VAT rules
- Support financial accountant with general accounts / finance topics
- Liaise with invoicing/contracts department & stores team to resolve open issues
- Create service order invoices to ensure correct cost accounting flow each month
Support to Stores Team
- First point of contact for general enquires relating to the stores department
- Continuous monitoring and issuing of emails within Deutsche Windtechnik stores mailbox responding and completing within the required deadline
- Creating and manage the Stores filing systems - Paper and e-files
- Arranging courier to collect from Windfarms to other internal and external addresses
- Issuing manual purchase orders with immediate effect
Support to Management Team
- Minute taking as and when required
- Collating and presenting information, preparing letters, reporting
- Providing support to the Senior Leadership and Extended Management Team
Support to office and site staff
- Liaise with suppliers and contractors i.e. cleaners and landlords etc.
- Assist with information tracking for company insurance (employee liability)
- Management of all company utility contracts
Experience
- Experience of administration and supporting multiple departments
- Experience working in a busy office environment
- Excellent IT skills and proficiency in using Microsoft Office (e.g. Outlook, Excel, Word, Powerpoint and Sharepoint)
Skills
Essential
- Knowledge of administrative practices and procedures
- Excellent attention to detail
- Able to prioritise work and successfully meet deadlines
- Be willing to learn new skills and be adaptable to change in processes as required
- Ability to adapt and support multiple teams when needed
Personal
- A team player who enjoys helping others
- Highly organized individual with a pragmatic approach to solving problems
- Reliable individual with a high level of integrity and motivation
- Excellent communicator (written and verbal)
- Proactive and self-confident who can work methodically and well under pressure
- Able to work independently and flexibly
If you would like to find out more about us or the role, you can get in touch with James in our HR Recruitment team.
APPLY
Job Types: Full-time, Permanent
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
COVID-19 considerations:
Hybrid working will be offered with 2 days expected in the office a week.
Ability to commute/relocate:
- Livingston: reliably commute or plan to relocate before starting work (required)
Work Location: Hybrid remote in Livingston
Application deadline: 04/04/2023
Reference ID: DWT - 001
