Job Title – Junior Office Administrator
Location – Birmingham
Job Category – Admin
Salary – Dependent on Experience
Position Type – Permanent
Travel Required – Occasional
Role and Responsibilities
General Administrative Duties
Dealing with incoming email, faxes and post.
Act as Directors first point of contact outside the organisation – screening telephone calls, enquiries and requests, and handling them when appropriate.
Shredding, filing. Booking couriers. (TNT and interlink)
Meeting and greeting visitors and preparing teas and coffees for meetings.
Ordering Stationary and maintaining adequate levels of refreshment products. Reports, Minutes & Agendas, Expenses, Event Planning & Management (Porsche, clay pigeon shoots, sales meetings).
Manage posting of all customer service hardware orders, provide telephone support during busy periods.
Planning and booking meetings and making all necessary arrangements – booking meeting rooms, ordering refreshments (if required), circulating conference call details, ensuring their Directors are well-prepared for meetings with agendas, pre reading materials if required.
Accepting and prioritising meetings and commitments.
Ensure Directors driver is up to date on arrangements and well-prepared for required journeys.
Book all travel arrangements for Directors, sales team and engineers – flights, trains and hotels. Make decisions re times of travel, allowing time for check-in’s and transfers.
Must be cost conscious – planning travel as much in advance as possible.
Provide Directors with maps and driving directions as needed.
Qualification and Education Requirements
Experience in office administration, Microsoft Outlook, Word, Excel and PowerPoint is essential, and use of the Aurora CRM system would be advantageous.
You will need to be extremely organised, efficient, clear communicator, customer friendly, polite, have a keen eye for detail, self-starter, and able to question, collate and feedback information clearly too all stakeholders. Able to stay calm under pressure.
Continuous Training will be given.
Working hours are 7.5 per day with 30 minute lunch, working hours are 9-5 and cover will need to be provided on an ad-hoc basis to cover 8-4 and 10-6 during annual leave of other team members if required.