Part Time Office Administrator

Posted on Jul 11, 2019
Description

Our client based in Bradworthy are looking for a part time Office Administrator to join their ever-growing team on a permanent basis for a minimum of six months. For the right candidate this could be ongoing.

Brief outline of the role:
*To provide administrative support to all employee and clients, ensuring compliance and that all administration is completed effectively and accurately
*Prioritise and organise the routes for multiple consignments to different locations in the most efficient and timely manner
*Perform a range of administrative and financial duties

Principal accountabilities:
*First point of contact on the telephone (internal and external); Answering main door and dealing with all deliveries and guests. Present a professional and friendly approach to all.
*Sorting any travel and accommodation requirements on behalf of internal personnel for jobs, conferences, or courses. Make any necessary visa arrangements.
*Actioning, chasing, keeping all parties informed, recording details, dealing with paperwork (delivery notes & invoices).
*Posting invoices and any other required data onto SAGE, dealing with petty cash, chasing for receipts and invoices (where required)
*Dealing with recycling, meter readings (Main Buildings and Flats), keep track of required general office supplies (e.g. tea, coffee, cleaning materials & heating oil) and order where necessary. Be the main point of contact for any required repair works and liaise with all trades to rectify.
*Proof reading reports and any marketing material. Maintain a central register of conference information. Liaise with Marketing Director regarding conference budgeting and any other requirements.
*Serving and clearing lunches for guests, maintaining shared calendars to create open communication (where possible), researching purchasing costs for potential jobs and maintaining a central register of guests at the flats.

Additional responsibilities:
*Arranging equipment shipments, liaise with Production Manager and clients; keep agents and all concerned informed of progress.
*Plan and coordinate all road, sea and air freight consignments both from base and vessels.
*Obtain necessary transportation permits for inbound and outbound shipments, as required to facilitate timely movement of goods.
*Assist in the administration of supply agreements for road, sea and air carriers using third party logistics.

Skills required:
*Excellent computer skills (Word, Excel, Outlook, PowerPoint)
*Good verbal and written communication skills
*Able to work on own initiative and prioritise effectively, achieving results against deadlines
*Ability to work collaboratively as part of a team and by self
*Attention to detail with a high degree of accuracy
*Ability to work flexibly to meet the multiple priorities
*Ability to problem solve using own initiative
*Willingness to learn new processes and tasks
*Excellent time management skills
*Demonstrate tact and diplomacy
*Be approachable and willing to help
*Good literacy and numeracy skills
*An ability to stay calm under pressure

Knowledge:
* Knowledge of Microsoft including excel, word, outlook, office 365 and SharePoint
* HMRC import/export procedures and UK export control procedures
* Knowledge of dangerous goods by air and sea
* Knowledge of logistics

Experience:
* Experience of working in a similar role
* Experience of using SAGE
* Proven ability to communicate (verbal and written) effectively at all levels

Education & Certification:
* Minimum college level qualification
* Health and Safety qualification or training (desirable but not essential)
* Training provided
* Must drive due to location, client and site visits

Part time
9.00am-5.00pm, over 3 days (days to be agreed) with the occasional need to work overtime
£18,000 (FTE) pro-rata

If this role sounds of interest to you, or for further information please send a copy of your CV or contact Karen on 01237 439500.
We look forward to hearing from you!

Simple Recruitment (South West) Ltd is acting as an Employment Agency where this vacancy is concerned.

Job Summary

Reference
1248_1562842004
Category
Admin and Secretarial
Job type
Permanent
Location
BRADWORTHY
Salary
Negotiable
Description

Our client based in Bradworthy are looking for a part time Office Administrator to join their ever-growing team on a permanent basis for a minimum of six months. For the right candidate this could be ongoing.

Brief outline of the role:
*To provide administrative support to all employee and clients, ensuring compliance and that all administration is completed effectively and accurately
*Prioritise and organise the routes for multiple consignments to different locations in the most efficient and timely manner
*Perform a range of administrative and financial duties

Principal accountabilities:
*First point of contact on the telephone (internal and external); Answering main door and dealing with all deliveries and guests. Present a professional and friendly approach to all.
*Sorting any travel and accommodation requirements on behalf of internal personnel for jobs, conferences, or courses. Make any necessary visa arrangements.
*Actioning, chasing, keeping all parties informed, recording details, dealing with paperwork (delivery notes & invoices).
*Posting invoices and any other required data onto SAGE, dealing with petty cash, chasing for receipts and invoices (where required)
*Dealing with recycling, meter readings (Main Buildings and Flats), keep track of required general office supplies (e.g. tea, coffee, cleaning materials & heating oil) and order where necessary. Be the main point of contact for any required repair works and liaise with all trades to rectify.
*Proof reading reports and any marketing material. Maintain a central register of conference information. Liaise with Marketing Director regarding conference budgeting and any other requirements.
*Serving and clearing lunches for guests, maintaining shared calendars to create open communication (where possible), researching purchasing costs for potential jobs and maintaining a central register of guests at the flats.

Additional responsibilities:
*Arranging equipment shipments, liaise with Production Manager and clients; keep agents and all concerned informed of progress.
*Plan and coordinate all road, sea and air freight consignments both from base and vessels.
*Obtain necessary transportation permits for inbound and outbound shipments, as required to facilitate timely movement of goods.
*Assist in the administration of supply agreements for road, sea and air carriers using third party logistics.

Skills required:
*Excellent computer skills (Word, Excel, Outlook, PowerPoint)
*Good verbal and written communication skills
*Able to work on own initiative and prioritise effectively, achieving results against deadlines
*Ability to work collaboratively as part of a team and by self
*Attention to detail with a high degree of accuracy
*Ability to work flexibly to meet the multiple priorities
*Ability to problem solve using own initiative
*Willingness to learn new processes and tasks
*Excellent time management skills
*Demonstrate tact and diplomacy
*Be approachable and willing to help
*Good literacy and numeracy skills
*An ability to stay calm under pressure

Knowledge:
* Knowledge of Microsoft including excel, word, outlook, office 365 and SharePoint
* HMRC import/export procedures and UK export control procedures
* Knowledge of dangerous goods by air and sea
* Knowledge of logistics

Experience:
* Experience of working in a similar role
* Experience of using SAGE
* Proven ability to communicate (verbal and written) effectively at all levels

Education & Certification:
* Minimum college level qualification
* Health and Safety qualification or training (desirable but not essential)
* Training provided
* Must drive due to location, client and site visits

Part time
9.00am-5.00pm, over 3 days (days to be agreed) with the occasional need to work overtime
£18,000 (FTE) pro-rata

If this role sounds of interest to you, or for further information please send a copy of your CV or contact Karen on 01237 439500.
We look forward to hearing from you!

Simple Recruitment (South West) Ltd is acting as an Employment Agency where this vacancy is concerned.