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Job description

Job Summary

We are looking for a responsible Administrative Assistant to join our friendly expanding team to perform a variety of administrative, clerical and data entry tasks. Duties of the Administrative Assistant include providing support to our directors, managers and employees, assisting in daily office needs, data entry and managing our company’s general administrative activities.

GGRS Energie Ltd is a renewable energy company passionate about making sustainability a reality for everyone specializing in Solar PV and battery installation.

What does an Administrative Assistant do?

Administrative Assistant responsibilities include appointment booking for engineers, data entry and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills, enjoy working with computers and be able to organize their work using tools, like MS Office applications including Word, Excel and Powerpoint, Dropbox, Gmail, Google Drive, Calendar and office equipment. Transfer data into a simple systems database for accurate documentation and record-keeping. Follow procedure to enter customer and account information from reports and other forms in a timely and efficient manner.

If you also have previous experience as a Secretary, Data Entry Clerk or Executive Assistant and familiarity within the energy industry, we’d like to meet you.

Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

Responsibilities

• Answer and direct phone calls

• Organize and schedule appointments
• Write and distribute email, correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Administrative duties such as filing forms and 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
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Enters data from paper records into database management system within specified timeframe
• Reviews data to ensure accuracy of data input and prioritises projects in order of importance
• Ensures confidentiality of information by keeping confidential data private and secure
• Troubleshoots customer and account system changes and upgrades with testing of data input and output and records results
• Backs up important data files to secure storage system
• Follows policies and procedures and reports changes necessary to improve systems or reduce costs
• Learns systems and staying updated on upgrades and procedural changes
• Updates spreadsheets and populating reports for regular review by upper management and senior leadership
• Ability to retrieve information held on computer systems to generate reports
• Interacts with clients as well as team members regarding data input
• Maintain accurate records of computer and software systems updates, upgrades and other changes

Requirements and skills

• Proven experience as an Administrative Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and scanners
• Proficiency in MS Office (MS Excel, MS Word and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work and projects
• Ability to Work on Deadlines
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Excellent Customer Service
• Skilled Typist
• Keep Accurate Records
• Ability to Work on a Team
• Critical Thinker
• Enjoy Working with Computers
• Confidentiality
• Trustworthy
• Ethical
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Frequently asked questions

What does an Administrative Assistant do?

Administrative Assistants are responsible for many clerical tasks to ensure the staff can communicate and work efficiently. Their job involves answering phone calls, greeting visitors, distributing mail, and preparing communications.

What are the duties and responsibilities of an Administrative Assistant?

Administrative Assistants assist with the day-to-day operations of an office by doing tasks such as filing paperwork, answering phone calls, data entry, preparing documents, and managing the calendar of our engineers.

What makes a good Administrative Assistant

Successful Administrative Assistants are effective communicators who speak clearly and are personable and welcoming when answering incoming calls. They use proper grammar and put people at ease when they're on the phone or speaking one-on-one with other staff members or customers. They are well organized, pay attention to detail and are able to manage their workload effectively.

Who does Administrative Assistant work with?

Administrative Assistants typically report to a Managing Director unless assigned directly to a line manager. Most Administrative Assistants support the entire office in smaller companies and work with various department managers and staff.

Job Types: Full-time, Permanent

Salary: £10.50-£11.50 per hour

Benefits:

• On-site parking
• Referral programme

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Liverpool, L33 7UY: reliably commute or plan to relocate before starting work (required)

Experience:

• Administrative Assistants & Receptionists: 1 year (preferred)

Work Location: In person

Reference ID: GGADMIN