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12 months ago
Pell Frischmann
Location: London
Job type: Permanent
Category: Operations Jobs
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




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

· Educated to A levels or above


· 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


· 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.

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