Receptionist / Administrator

FULL TIME: 9.00am – 5-00pm, Monday to Thursday, 9.00 – 4.00pm, Friday (30mins break for lunch)

MAIN PURPOSE OF JOB: Your prime objective is to provide administrative support to all Company departments as required. 

The successful execution of your role will contribute towards the achievement of the team and business objectives and hence the success of the Company.

Key responsibilities include:

– General reception duties – receiving all visitors and arranging refreshments as required. Ensuring the reception areas and conference room are tidy at all times
– Answering incoming calls, taking messages and re-directing as necessary
– Incoming Post – opening and sorting all post for review by Commercial Director. Logging all remittance/cheque payments
– Outgoing Post – ensuring all correspondence is franked and posted as required. Organisation of couriers as directed, checking and approving all related invoices and dealing with discrepancies when necessary
– Preparation and circulation of Company ‘movement` chart each Friday and communicating any variations throughout the week as necessary

– Updating ‘Admin Manual`

– Formatting & printing of sales quotations and presentations as requested

– Progressing and communicating amendments to purchase orders as requested
– Preparation of equipment lists and assistance in the compilation of O&M Manuals

– Providing secretarial and administrative support as required

– Assist in dealing with service/warranty calls – updating the Company database, liaising with suppliers and clients to arrange works and obtaining cost approvals as directed
– Management of Company supplies, ensuring continual stock of standard items, preparation of monthly stationery order and receiving all deliveries
– General support to the Admin team

SKILLS IN DEALING WITH PEOPLE:

The role requires a high level of interpersonal skills including

– Creating and maintaining effective customer relationships
– Recognising and using appropriate levels of assertion to remain effective in a variety of situations
– Overcoming objections.
– Identifying and communicating appropriate solutions with both internal and external customers
– Active listening
– Responding empathetically to issues affecting the team and the customer
– Respect and trust for colleagues and customers
– Contributing to the creation of an open and honest culture within the business

– Minimum 5 GCSEs (or equivalent) grades A-C, with minimum grade B in Mathematics & English

– Microsoft Word, Excel & Outlook – Basic Level

– Accuracy and attention to detail