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Sector: M&E Building Services | Job Type: Permanent | Salary: c£35k - £40k

We have a requirement for a Personal Assistant & Snr Administrator to work with our client an international £300m turnover contractor based in their Central London Zone1 offices. The role would encompass supporting the company Directors and require previous experience preferably from a Construction environment in a similar capacity.

Responsibilities include Effective email, diary, telephone, and meeting management

  •  Meeting Minutes
  •  Forward planning and arrangement of regular meetings
  •  Meeting support ‐ including agenda preparation and communication, meeting notes as required, Arranging catering, IT support set‐ up & testing
  •  Provide support for team members in their absence and during busy periods
  •  Organising business meetings and appointments – internal and external
  •  Ensure the safe keeping of confidential information, displaying discretion when dealing with matters of confidence
  •  Devising and maintaining office systems, including data management and filing
  •  Type and proof read correspondence and reports accurately and in a timely manner, using Microsoft Word and Excel.
  •  Updating and achieving internal document registers
  •  Arranging Directors filing and archiving
  •  Collate monthly cost reports for the UK Operations Director
  •  Collating of timesheets for Director’s direct reports
  •  Researching and compiling requested information
  •  Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
  •  Liaising with clients, suppliers and other staff
  •  Organise frequent and often last minute coordination of travel and accommodation requirements - Hotel, Car Hire, Van Hire, Flights, Trains, Tube tickets, Ferries
  • Timesheets
  •  Compiling Director’s timesheet for submission on a monthly basis events.
  •  Organising and hosting corporate events for the UK division of Dornan Engineering. 
  •  Liaising with the relevant management teams, to organise team events
  •  Organising Annual DESL events
  •  Corporate Client Christmas Party, Staff Christmas Parties, Golf-outings, Summer Parties, adhoc events when requested by CEO and Directors Travel Coordinator
  •  Booking flights, ferries, trains and car hire for Directors and DESL employees
  •  Booking accommodation and negotiating corporate rates with various hotels and travel operators

Additional Responsibilities:

Office Manager

  •  Line Manager to Administrative Assistant and Receptionist
  •  Organising and updating office procedures and processes
  •  Organising various purchases and maintenance schedules for equipment and services
  •  Submit PO requisitions, processing of invoices for payment and following up on same
  •  Compiling and submitting a weekly visa log for both the Corporate Administrator and three team members
  •  Prioritising the safety of employees via liaising with H&S management to ensure DSE assessments, disaster plan, first aid and all safety equipment are up-to-date
  •  Securing suppliers for cleaning, security and maintenance
  •  Scheduling office maintenance and changes, ensuring invoicing for same are processed in a timely manner
  •  Purchase Orders/Invoices for Travel accounts, office orders and promotional material
  •  Ordering of H&S incentive vouchers
  •  Sourcing of promotional material Setting up of new work stations
  •  Liaising with Property Management regarding office changes
  •  Submitting plans to the Property Management team for office changes
  •  Scheduling maintenance & software upgrades of office equipment - PC’s, Smart Screens, printers and plotter
  •  Setting up videoconferencing/conference calls via various mediums i.e. Skype and loop-up
  •  Troubleshooting and updating phone information via an online portal – office communication systems
  •  Setting up new employees on printers / scanners
  •  Scheduling office admin staff
  •  Ordering Magazine subscriptions for the Business Development team
  •  Ordering Business Cards
  •  Office Fire Warden

The copany offers a competitive package and long term career prospects.

PLEAS SUBMIT YOUR CV IN WORD FORMAT ONLY.

0207 609 7769

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