Team Administrator - London

Job Title:                            Team Administrator

Reports to:                         PA to Senior Management Team                             

Direct Reports: None

Main Purpose of the Job  

Based in our London office as part of a wider administrative team, you will provide administrative support to senior staff and their wider teams. As part of your responsibilities you are required to undertake reception duties on a roster basis to support the wider business.   

Main duties and responsibilities:

Administrative tasks

Day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department/s when necessary, e.g. for organising large volume printing, photocopying, document production.

  • Diary Management, including confirming meetings, rearranging meetings, making tentative appointments etc.
  • Assisting the broader team with routine and ad-hoc administrative tasks relating to the operation of the team/office, including:
    • Organising of travel; making bookings at the most convenient, best price possible
    • Organising of events; room bookings and refreshments
    • Managing submission of travel invoices and expense claims, and maintenance/filing of copies.
    • Supporting document management activity, including closing of files, archiving and ensuring compliance with Company processes. Ensuring that all relevant documents are filed electronically and paper-based, as required.
    • Support with billing process  

Preparation of key documents and correspondence

  • Ensuring compliance with the Business Management System, where required
  • Organisation and Maintenance of case file documentation
  • Preparation of relevant invoices, and arrangement of payment.  

Project Assistance

  • Assisting the PA to the Management Team with internal project or matter related ad-hoc duties. internal project or matter related ad-hoc duties.
  • Supporting teams with bid activities when required.
  • Duties may include but are not limited to uploading files to deal rooms and sharepoint; printing, filing and archiving; arranging for files and bundles to be couriered; and supporting ad-hoc administrative tasks as required.


  • Reception Duties
  • Greet and welcome guests as soon as they arrive at the office
  • Answer, screen and forward incoming phone calls
  • Direct visitors to the appropriate person
  • Receive, sort and distribute daily mail/deliveries
  • Ordering and maintaining stationery and equipment supplies arranging for confidential waste to be shredded
  • Maintaining a safe and clean reception area  

 

Essential

Preferred

Qualification

·        Educated to GSCE/ NVQ level 4 or above, or equivalent.  

· Educated to A levels or above   

 

Experience

· Previous Administrative Experience

· Excellent IT-literacy, proficiency with MS Office (Word, Excel, PowerPoint and Outlook).

 

· Previous experience of    working within the engineering sector   

· Previous experience in reception work

Skills

· The ability to demonstrate knowledge and awareness of operating within a busy administrative function.

· Excellent written and verbal communication skills

· The ability to plan, schedule and arrange own activities to accomplish objectives.

· A collaborative approach, effectively working with others to achieve team success.

 · Strong attention to detail and the ability to work under pressure.

 

 

 

Team Administrator - London | Application

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