Office Administrator/ Receptionist
Start ASAP
Construction industry
You will be responsible for looking after reception and supporting the Pre-Construction Assistant.
You will be the first point of contact for our company and will welcome guests and greet people who visit the business.
Key Responsibilities
- Supporting the management of document control within our Information Management System
- Answer and direct phone calls in a polite and friendly manner
- Welcome visitors in a warm and friendly manner, and answer any questions visitors may have, as well as direct visitors to the appropriate person and office
- Provide basic and accurate information in-person and via phone/email
- Operate standard office equipment on a regular basis
- Offer administrative support throughout the business as required
- Reception/front of house duties, answering and fielding/forwarding incoming calls, answering front door bell via two-way screen and opening door to visitors/deliveries.
- Booking meeting rooms and maintaining diaries.
- Updating Opportunities and Enquiries on our document management system, e.g. status as PQQs/ITTs are won/lost, return/due dates if changed.
- Uploading incoming documents, emails and completed EOIs/PQQs etc.
- Maintenance of Opportunities tracker to capture and track all possible opportunities.
- Checking our framework pipeline documents and updating Foundations to reflect latest information on tender release dates, withdrawals, Lot changes etc.
- Adding new companies and contacts to our system including carrying out Companies House and Constructionline checks.
- Running weekly/monthly reports and sending emails requesting updates to ensure all jobs are correctly represented on our system and are up to date for board report.
- Administration of NDAs where relevant.
- Checking customer survey dashboard monthly, chasing overdue surveys.
- Ongoing merging of duplicate entries of organisations and contacts on our system to rationalise database. Checking of companies against Companies House entries and marking as "no longer trading" where applicable.
- Holiday cover for Preconstruction Assistant duties and additional support as required.
Key Skills Required
- Experience in a similar role advantageous but not essential as training will be provided
- Proficient computer skills
- Excellent communication skills, both written and verbal with a confident telephone manner.
- Comfortable multi-tasking and prioritising tasks without guidance
- Excellent interpersonal skills
- High degree of attention to detail
- Be able to handle a fast-paced and changing workload
Please apply to be considered.