| Description: | For: Receptionist / Admin Assistant
Meyer Scott Ref: VR/01688
Receptionist / Administrative Assistant - £15,000 per annum.
To contribute towards the companies mission of growing sales in line with the companys ambitious plans.
We will use our position as technology leaders to deliver to our customers a competitive edge within their market place. This will be enhanced through the provision of flexible logistics, truly competent technical consultations and the highest quality product.
The education, enthusiasm and active involvement of all employees is essential for the sustainable growth of the company; and their commitment to reach common goals is the basis for our success.
To carry out routine secretarial, clerical and administrative duties to management instructions and in line with the companys operating procedures.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications where appropriate and necessary.
Relationships:
a) Responsible to: The Office Manager
b) Responsible for: Administrative Support
c) Liaison with: Customers, suppliers and work colleagues
Main tasks of job:
To carry out administrative duties to company required standard, including but not exhaustive:-
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals in a professional manner.
Greet visitors and callers at the Reception desk, handle their inquiries, and direct them to the appropriate persons according to their needs.
Organise and provide visitors with catering/refreshment requirements, ensuring designated area is kept clean and tidy at all times.
Open, read, route, and distribute incoming mail (excluding confidential mail), parcels and other material.
Mail out invoices, newsletters, promotional material, and other information as required.
Booking collections of parcels through service providers.
Maintenance and data capture in the CRM system.
Manage and maintain stock of marketing materials (brochures, catalogues, promotional material, etc.)
Assist in Marketing functions including press release distribution, order marketing jobs on the portal, ensuring material is delivered on time to press contacts, exhibition invitations and press conferences.
Make all travel bookings/arrangements for colleagues and customers.
Schedule and confirm appointments for customers and colleagues
Operate electronic mail systems and coordinate the flow of information both internally and with other organisations. Monitor the general company email account, distributing emails to the appropriate persons.
Order and dispense supplies, ie stationery and office supplies.
Provide services and information to customers regarding training courses and co-ordinating such training courses with customers and colleagues.
Collate and distribute on a weekly basis colleagues day to day activities.
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Manage own workload, and contribute to team work.
Compose, type, and distribute routine correspondence, and reports.
Locate and attach appropriate files to incoming correspondence requiring replies.
Complete forms in accordance with company procedures.
Make copies of correspondence and other printed material.
Maintain and follow health and safety standards in line with company health and safety regulations and as set down in the company health and safety manual
Familiarise yourself with the company procedures with regard to emergency procedures and fire instructions.
Follow security rules and procedure engaged at any particular location including any time recording procedures.
Observe the company dress code and present a smart and professional image at all times during working hours and if representing the company outside of work.
Ensure courteous and polite at all times to customers, members of the public and suppliers.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the company and the overall objectives of the business.
Benefits include: Death in service, private medical scheme and pension.
The hours of work will be 37.5 per week, we operate two different schemes, one is a flexible working (Core hours 9am 4pm) and the other compressed hours (hours are 8am 5pm with every other Friday off)
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