Job Purpose: To assist the smooth running of the office by providing administrative support to all departments
Reports To: Director/Managers
Hours: Part Time (3 days a week, 9am to 5pm)
Location: West Farleigh, Maidstone – Office Based
Duties:
1. Making sure to support all aspects of the office to ensure smooth running of the office
2. Providing managers with data and reports where necessary
3. Assisting other departments within the business where necessary
Accountability & Key Activities:
• Overseeing day-to-day office functions to ensure office runs smoothly
• Providing administrative support to staff and management, including handling correspondence, preparing documents and scheduling meetings
• Answering phones and directing calls
• Maintaining and organizing files, both physical and digital
• Occasionally checking deliveries
• Ensuring spreadsheets are kept up to date and chasing outstanding information
• Obtaining quotations from suppliers
• Assisting the Accounts Manager with raising Purchase orders on Xero, Chasing Suppliers, data entry and filing (where required)
• Working with the Managing Director to assist in administration tasks
• Attending meetings (as required)
• Updating compliance policies and other compliance paperwork as necessary
• Ad-Hoc Duties
Knowledge, Skills and Experience Essential Skills
• At least one year’s previous experience in an office environment
• Teamwork skills and ability to work independently
• Knowledge of Microsoft Programs
• Good organisational skills
• Ability to have difficult conversations
• Time-management and organizing workloads
• Driving Licence and car (due to office location)
Desirable Skills
• Ability to create new procedures and ensure they are followed
• Decision making skills
• Background Knowledge in Construction would be an advantage