This role will span across several key functions within the business. It will focus on providing full Personal Assistant support for the Directors and Management team, day to day departmental administration duties for the Sales & Proposals team and office management responsibilities. It will manage several key projects to support the business at any one time.
The role holder must use good judgement to determine the correct allocation of time per week to each area of accountability. It is anticipated there will be peaks and troughs throughout the year and flexibility will be required. The priority will always be the provision of assistance to the Managing Director and Proposals Manager.
Key Responsibilities and Accountabilities
To be conversant with and adhere to the company core values; company and governing regulations for quality, health, safety and environmental standards, client safety induction rules and all applicable legislation.
Dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand information and uses it for improvements in service offerings; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Provide effective personal assistant support to the Directors and Management Team
Collate and distribute monthly reports (e.g. Board, QHSE, Management).
Attendance and minute taking at required meetings and ensure accurate minutes are issued promptly
Assist in the preparation of presentation materials.
Coordinating the management team input to ensure presentation slides are prepared to a high standard and are distributed to the relevant stakeholders in a timely manner.
Review and summarise miscellaneous reports and documents; prepare background documents as necessary.
Sales and Proposals responsibilities:
Liaise with the Proposals Manager to coordinate the review and acknowledge or decline client Request for Quotation’s
Liaise with the Proposals Manager to coordinate the team resource. Updating team calendar with proposals, clarifications, sales visits and holidays
Coordinate with Sales team to follow up and maintain submitted enquiries through the Sales Hub
Prepare sales meeting documents/reports prior to meeting and update post meeting.
Take ownership of coordinating client Pre-qualifications with the relevant departments. When complete submitting to the client within the client deadline
Create new proposals in sales hub, email public folder and proposals drive
Upon winning a job coordinate with Proposals Manager and assigned Engineer to create job folder, email folder, AX initial budgets, update sales hub and document express; copy across all applicable information in readiness for handover to projects team
Complete Proposal Risk Forms for each firm proposal monthly. Updating when proposal transfers to project award
Maintain and develop First Point Assessment (FPAL) ensuring feedback is obtained on all projects
Office management responsibilities
Act as point of contact for property maintenance issues
Management of archives and document disposal
Site key holder and administer security and fire alarm systems
Manage facility contracts (e.g. cleaning, gardening, security, fire to ensure efficient and cost-effective services are maintained
Manage the travel contracts to ensure efficient and cost-effective services are maintained. Organise travel as required within the business, in particular more complicated travel and visa arrangements
Organise and co-ordinate site and management lunches as required
Play a lead role in organisational employee and business events
The role will initially commence on a Part time hourly basis of 25 hours which would be 9.30-3.00pm Mon- Friday with 30 minute lunch.