Team Administrator
Job
Overview
United Kingdom, Swindon, Wiltshire
- Engineering and Project Management
- Contract
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The role will see you have demonstrable experience of managing complex diaries and the ability to work in a fast-paced and sometimes unpredictable highly international environment
The role
- Pro-actively support the UK & Ireland construction team with day-to-day tasks
- Meeting organisation, including room bookings, issuing of invitations, preparation of materials, chasing of actions prior to the event
- Management of adhoc administrative requirements as directed e.g. set up of the stress risk assessment, organisation of large-scale meetings, PPE, IT, assist with complex team travel.
- Arranging introductions, IT equipment, inductions and provide guidance on Admin issues to new recruits
- Arrange and create timed agendas, attend and take minutes at specific team and project meetings. Chase for action updates following the meetings to ensure that progress is made as agreed
- Provide cover for other administrators within the department, and the wider business as required. Maintain sufficient knowledge of others work and arrange timely handovers.
- Provide / send reminders for Reports and chase where necessary.
- Organise payment of team costs and exceptional items
- Keeping up to date and informed about relevant systems
Support with Construction Project administration
- Typing up of Minutes
- Service entry sheets & Goods Receipting of invoices and ensuring prompt processing of invoices for payment.
- Maintaining the electronic and hard copy filing which may be in several areas of the shared drive or other systems
- Organise activities such as liaison meetings, travel arrangements, sending out invites, arranging room hire for various internal and external meetings
- Maintaining spreadsheets and logs for projects to record costs to date and to reconcile costs to reports produced by the finance department.
Your profile
- Preparing responses to complaints received from residents
- Sense checking or proof-reading documents
- Liaising with suppliers and accounts payable over invoice queries
- Organisational talent and strong team player with a high degree of flexibility
- High demand for accuracy, timeliness, attention to detail, keeping people appraised of progress
- Confident in dealing with stakeholders from all hierarchical levels and countries
- Pronounced service-oriented mindset and willingness to take on responsibility and offer support as needed
- Exceptional communication skills with a high level of professionalism, confidentiality, discretion and diplomacy
- Passion to expand knowledge, develop skills and constantly learn new things
- Excellent knowledge of all MS Office products, MS Outlook and SAP
- Fluent in English
We are an equal opportunity employer that recognizes the value of a diverse workforce. All qualified individuals will receive consideration for employment without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, genetic information, or any other criteria protected by governing law.
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