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administrative assistant Worthing, South East England, England

Multi Trades Recruitment

Full Time Worthing, South East England, England 26000 - 12.04 GBP HOURLY Today

Job description

Job Overview:

Monday to Friday
£12.50
Temporary work - Starting 16/08 - Finishing 30/08
Weekly Pay

General Overview:
Located in the main Reception and Falmer or Durrington. To ensure the integrity of managed building/site by delivering a customer focussed, professional front-of-house service. To be a central point of customer contact and deliver advice and assistance in a customer focussed manner; to be a front-of-house professional. Administration support for the contract utilising Microsoft Office suite and EQUANS-related systems.

Responsible for: Front of house operations, including front desk(s) and meeting rooms Holiday and sickness cover at either Falmer or Durrington reception Fullest scope of services required at delegated location(s)

Key Accountabilities:
The Administration Reception key tasks are outlined to offer a summary of the daily requirements of the role. As a key member of the operational service team the FOH Receptionist should undertake these tasks to the highest standard and actively take on additional tasks to meet the requirements of the job.

General:

Deliver security services in accordance with the service level agreements & EQUANS Company polices.
Assist in the delivery of the fullest remit of the role as described in the security assignment instructions.
Ensure the delegated location remains secure and safe
Ensure only those authorised to enter the location are allowed to do so
Monitoring and recording security patrols and reporting to Facilities Manager
Administration of the Southern Water access control and ID systems, issuing new cards and extending existing cards as and when requested and closing of Planon jobs relating
Admin support to the Facilities team for raising of purchase orders using Coupa procurement system
Administration of Contract Mobile Engineer purchase cards using the HSBC system
Administration of Southern Water accommodation booking system and closure of Planon jobs relating
Ordering of consumable items using Coupa procurement system
Administration of online room booking system to manage meeting rooms on site
Arrangement of courier deliveries both internal and external as and when requested
Any other duties deemed within the administration and reception function by the Facilities Manager
Adhere to all detailed ENGIE and client systems, policies and procedures to undertake the scope of the role
Follow EQUANS Management Systems to include implementation of continuous improvement procedures
Provide out absence and sickness cover, as required to meet the needs of the role and operation within the delegated locations.
Provide exemplar visit experience and “journey” from entrance to exit
Apply SW standards and policies
Arrange host collection of visitors
Any additional duties as directed by Account Manager

Key Accountabilities:
The Administration Reception key tasks are outlined to offer a summary of the daily requirements of the role. As a key member of the operational service team the FOH Receptionist should undertake these tasks to the highest standard and actively take on additional tasks to meet the requirements of the job.

General:

Deliver security services in accordance with the service level agreements & EQUANS Company polices.
Assist in the delivery of the fullest remit of the role as described in the security assignment instructions.
Ensure the delegated location remains secure and safe
Ensure only those authorised to enter the location are allowed to do so
Monitoring and recording security patrols and reporting to Facilities Manager
Administration of the Southern Water access control and ID systems, issuing new cards and extending existing cards as and when requested and closing of Planon jobs relating
Admin support to the Facilities team for raising of purchase orders using Coupa procurement system
Administration of Contract Mobile Engineer purchase cards using the HSBC system
Administration of Southern Water accommodation booking system and closure of Planon jobs relating
Ordering of consumable items using Coupa procurement system
Administration of online room booking system to manage meeting rooms on site
Arrangement of courier deliveries both internal and external as and when requested
Any other duties deemed within the administration and reception function by the Facilities Manager
Adhere to all detailed ENGIE and client systems, policies and procedures to undertake the scope of the role
Follow EQUANS Management Systems to include implementation of continuous improvement procedures
Provide out absence and sickness cover, as required to meet the needs of the role and operation within the delegated locations.
Provide exemplar visit experience and “journey” from entrance to exit
Apply SW standards and policies
Arrange host collection of visitors
Any additional duties as directed by Account Manager

Health and Safety:

Ensure all Health & Safety policies are followed as required to meet the scope of the job
Complete Accident/Incident Reports and the Site Accident book according to the appropriate procedures.
Observe all Company Statutory Fire and Safety Regulations
Be a Health & Safety ambassador, take a pro-active approach to Health & Safety management and promote good safety habits and methods of work across all sites and buildings

Service Delivery:

Day-to-day service delivery all front desks / receptions / Administration functions
Input into the FOH procedures to ensure service delivery and customer service remains central to core duties
Ensure general appearance of all FOH areas remains appropriate to the building standard

Customer Service:

Be a customer service champion, take a pro-active approach to customer service management and promote good service standards

Client Management:

Build a strong relationship with all customers to ensure professional service delivery and enhanced customer service

Reporting:

Report on footfall information where required

Knowledge and Skills:

Strong communication skills.
Team player capable for leading and focusing team members to achieve their objectives.
Strong IT skills (Word, Excel)
Good report writing skills.
Previous experience and customer facing roles
Articulate and presentable
Flexible approach
Visitor management, welcome, engagement and experience
Excellent telephone skills