Job Description

Overview

We are seeking a highly organised and detail-oriented Administrative Assistant to join our team. This role is integral to ensuring the smooth operation of our office by providing comprehensive administrative support in all areas of the business. The ideal candidate will possess strong computer skills, excellent communication abilities, and a proactive approach to managing daily tasks. Prior office experience and familiarity with programmes such as Microsoft Office and Xero would be advantageous, however not strictly required, as there is scope within the role to support someone in the early stages of their career/returning to work.

Responsibilities

Attend to any correspondence and emails from all internal / external sources, as required. Serve as the first point of contact by promptly answering phone calls, responding to messages, and welcoming guests or clients at the door, ensuring a friendly and professional experience for all. Act as communications relay ensuring all parties receive necessary information and that the information is accurate. Create and maintain company trackers and filing systems for both internal and external use. Prepare communications such as memos, emails, status reports and other correspondence, both internally and externally as per the client contract/request. Process vendor invoices on Xero, matching with outgoing Purchase Orders and raising any discrepancies. Reconcile supplier statements. Respond to supplier financial queries. Aid the QHSE department in the compiling of documentation packages and document control and administration. Responsible for general administration duties throughout the company. Assist in the compilation of operational and business documentation. Assist in the coordination and mobilisation of offshore engineers and equipment required as and when required. Assist in the preparation of documentation and records for audit requirements. Ensure all company systems are up to date and all appropriate documentation is recorded. Order and take stock of office supplies. Facilitate various teams in accurate and timely data input. Daily processing of workshop personnel timesheets. In absence of colleagues in sales, work with technical and operations teams to collate required information to generate quotations and send to client, ensuring all records are kept up to date. In absence of sales & procurement, assist with creation of purchase orders, vendor management and logistics. Support the group supply chain and finance department as required. Suggest improvements and simplified methods of working, procedures, and systems through continuous improvement activities. To carry out all duties in accordance with company/customer policy, while upholding the company values.

Skills

Previous office experience or administrative experience would be beneficial Strong computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint) beneficial Experience with Xero or similar accounting software is advantageous Excellent organisational skills with the ability to prioritise tasks effectively Ability to work independently as well as part of a team in a fast-paced environment Strong attention to detail and organisational ability to manage multiple responsibilities and competing deadlines simultaneously
This role is ideal for a motivated individual seeking to expand their administrative expertise within a supportive professional setting.

Job Types: Full-time, Permanent

Pay: 24,420.00-34,435.62 per year

Benefits:

Company pension On-site parking Private medical insurance
Work authorisation:

United Kingdom (required)
Work Location: In person