Job Summary
To provide a highly competent Administration service to Associate Directors and other staff in the Building Services Department.
Base pay range
Direct message the job poster from Tate Recruitment
Hours – 9am to 5pm. Office-based (after probation hybrid will be discussed).
Salary - £25K to £27K, dependent on experience.
Benefits – great benefits offered
Main Job Duties
* Formatting/Issuing – Carry out the preparation and production of Minutes, Specifications, Reports, Schedules and Letters.
* Client Pledge / Debt Management – Carry out client pledge each month ensuring invoices are received with no problems/queries; resolve queries as soon as they arise.
* Meetings/Calendars – Manage Outlook diaries / team meetings / 1-2-1 meetings / appraisals and project resource meetings. Ensure these are carried out and re-scheduled when necessary. Update the M&E calendar with annual leave and deadlines.
* Project filing structure – Set up project folders using the standard structure and mail manager links; ensure documents are referenced and named correctly in line with current standards.
* Time Management – Monitor engineers’ timesheets, send weekly reminders and ensure deadlines are met.
* CPD Seminars – Carry out 1 CPD seminar per month; organise seminars, arrange payment via purchase order to accounts, scan and file certificates, and update engineers’ CVs.
* Web news / Case Studies – Chase for new potential web news and case studies, update trackers and liaise with marketing.
* Curriculum Vitae / Academic Qualifications – Keep engineers’ CVs up to date; ensure company CVs and sector-specific CVs are maintained; scan and save qualifications.
* Health and Safety / Training – Ensure the team has minimum training; maintain up-to-date records for the health and safety team.
Other general office duties
* Minute taking
* Manage sick forms and forward to HR
* Maintain filing / archiving with up-to-date trackers
* Assist with overflow of telephone enquiries; answer calls and take messages
* Provide Reception and Switchboard cover on a rota basis during holidays/absences
* Maintain electronic and hard copy filing systems
* Schedule meetings and prepare them
* Develop effective organisational skills
* Organise travel & accommodation arrangements
* Resolve administrative problems; conduct research for managers
* Filing, archiving, photocopying, scanning and faxing documents
* Ad-hoc duties such as ordering stationery and tidying the office
* Ensure engineers have the correct PPE
* Printing / scanning / binding of documents
Job requirements / Person specification
Previous experience
* At least 1 year of experience in a similar administrative or secretarial role
Technical knowledge and skills
* Willingness to learn about the industry
* Excellent communication and interpersonal skills (written, telephone, or face to face)
Educational requirements and professional qualifications
* Good general education with strong English and Mathematics
* Advanced PC skills including Microsoft Word and Excel (desirable); familiarity with office technology including email, word processing, spreadsheets and databases
* Fast, accurate typist with attention to detail
* Pleasant telephone manner and excellent communication skills
Personal qualities
* Highly motivated self-starter with initiative and responsibility
* Excellent organisational skills
* Methodical with attention to detail to provide a professional standard
* Good team-working skills and flexible approach
* Punctual and reliable; able to work without supervision
* Ability to cope under pressure; multitask and manage conflicting demands
* Good written and verbal communication skills
This is an excellent opportunity to join an industry leader and a great team. Apply now!
Seniority level
* Not Applicable
Employment type
* Full-time
Job function
* Administrative and General Business
Industries
* Construction, Office Administration, and Administrative and Support Services
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