Main Purpose of Job
The work undertaken by The James Hutton Group is right at the top of the global agenda when it comes to tackling problems such as the impact of climate change and threats to food and water security and sustainable use of our natural resources.
An important part of our work is the delivery of a diverse range of commercial analytical services for customers worldwide.
We are seeking a highly motivated and experienced Admin Assistant to support our analytical services business in both Aberdeen and Dundee. The ideal candidate will have had experience of issuing quotes and invoices, collating technical reports, registering and using sales portals, maintaining financial databases and working with CRM systems. The ideal candidate will have experience of using Laboratory Information Management Systems and other software tools such as PowerBi but training will be provided.
Main Duties of Postholder
Provide administrative support to the Business Development Manager (Analytical) as required including:
* Preparation of NDAs, Supply of Services Agreements etc.
* Provide database administration support for agreements, contracts etc.
* Preparation of invoice request forms (Dundee and Aberdeen) and upload invoices to client payment portals
* Log work on to sample reception system
* Organise credit and sundry payment
* Complete vendor forms
* Email reports to clients and organise report storage
* Minute meetings
* Review searches from tender portal and pass on to appropriate staff
* Collate tender information for upload to portal
* Other duties as required
This post will report to the Business Development Manager (Analytical) and can be based at either of our campuses in Aberdeen or Invergowrie near Dundee.
Although some home working is acceptable, there is an expectation that the postholder will work on site most days and will be expected to visit the other site a couple of times a month.
Person Specification
Education/Experience/Skills
Essential
* HNC in Business Administration or similar
* 5 years’ experience working as an administrator
* Numerate and able to use spreadsheets and databases
* Excellent customer service skills
* Good communication skills
* Well organised and able to handle multiple projects and deadlines.
* Information storage and retrieval
* Notetaking, producing records of meeting
* Invoicing and using client’s payment portals
Desirable
* HND or degree in Business Administration or similar
* 10 years’ experience working as an administrator
* Experience of using Hubspot or similar CRM systems
* Experience of using Laboratory Information Management Systems (LIMS)
* Able to produce bespoke reports from financial or other data sources using excel or PowerBi
Other Skills
* Ability to problem solve, work on own initiative and independently.
* Work as a team member and contributing to the overall development of the company and colleagues.
* Ability to prioritise and work to deadlines.
* A customer service approach to the post is crucial as well as the ability to be diplomatic, understanding, fair, firm and confident.
* A willingness to learn and listen.
Benefits offered
* Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors, psychologists, and work-life consultants available to help and support individuals in tackling all types of problems.
* Annual Leave – Generous entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas.
* Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.
* Self-managed hours and Flexible Working – option to manage and spread your working time in line with organisational needs to create a healthy work life balance.