Administrative Assistant

• 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

• 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

• 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 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 quality standards.
• Ensuring all documents are recorded and handled in line with security and information management guidelines.

• 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 skil

LogicMelon