Administrative Assistant

Administrative Assistant Wantage, England

Calber Facilities Management LTD
Full Time Wantage, England 21000 - 25000 GBP MONTHLY Today
Job description

We are recruiting for an Administrator Assistant.

Aims of the post

  • To provide an effective administration support service to the Directors, Clients, Business Development and Operational Managers and keeping detailed and accurate records.
  • To provide a friendly and professional service to clients, prospective clients, colleagues and visitors.
  • Provide administrative support within the company.
  • Assist in the collation and preparation of quotations and tender returns.
  • Raise invoice advice notes and any relevant pay advices.
  • Collate Audit information and any other relevant contract information in order to complete monthly reports for clients

Key Result Areas

  • Greeting visitors and telephone callers promptly and routing their enquiries efficiently and effectively.
  • Assist PA & senior managers with daily organisational tasks

Meet with visitors and assist with general support

  • Answer and direct phone calls
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures
  • Order office supplies and research new deals and suppliers
  • Maintain contact lists
  • Book travel arrangements where required
  • Act as the point of contact for internal and external clients
  • Order items required by clients as instructed by your Line Manager

Principal Responsibilities

First point of contact for all callers, visitors and contractors at the site:

  • Screening all calls, establishing the caller and content of the call, as well as confirming exact contact details.
  • Ensuring telephone messages are conveyed promptly, accurately, efficiently, courteously and with discretion.
  • Ensuring visitors are welcomed with courtesy and in a professional manner.
  • Briefing visitors on the Emergency Procedures relevant to the head office building and making sure that access is only given to the appropriate area as determined by the Calber host.
  • Ensuring requests are dealt with in a timely manner and action is taken appropriately.
  • Liaison with couriers regarding collection times, ensuring all documentation has been prepared in readiness.
  • Arranging meetings, ensuring that commitments and competing demands are efficiently managed and future needs anticipated, meeting all business priorities.
  • Ensuring production of documents (for both internal and external circulation) is in line with Calber quality standards.
  • Ensuring all documents are recorded and handled in line with Calber security and information management guidelines.

General administration duties:

  • Maintenance and updating of appropriate files and directories to ensure staff have access to the most factual information, promoting efficient working.
  • Typing of correspondence, reports and other documentation as required.
  • Assistance with copying, emailing, scanning, laminating and binding.
  • Any additional administrative tasks as requested.
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS Word in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task

For more info, please contact: [email protected]

Job Types: Full-time, Permanent

Salary: £21,000.00-£25,000.00 per month

Schedule:

  • Monday to Friday

Ability to commute/relocate:

  • Wantage: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Reference ID: Administrative Assistant-REPLACEMENT_STRINGC73

Administrative Assistant
Calber Facilities Management LTD

www.calber.co.uk
Wantage, United Kingdom
Alan Richard Doman
$5 to $25 million (USD)
501 to 1000 Employees
Unknown
Building & Personnel Services
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