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PA / lead administrator / senior secretary

Posted 12 days ago by Pertemps
Location Central London Job Type Permanent
Salary £28000 - £32000 per annum Sector Professional & Admin
A leading building engineering design consultancy based in central London are looking for an experienced PA / senior administrator. You will have demonstrable experience at working for a similar type of engineering consultancy / architects practice / property or building consultancy as a secretary / PA or senior administrator. 

DUTIES WILL INCLUDE:

▪ As part of the secretarial team, you will provide secretarial and administrative support to employees and projects in this friendly office environment. Your duties and responsibilities will include:
▪ Draft routine as well as complex correspondence (including contracts, reports briefing papers and presentations)
▪ Establish new/prospective project documentation
▪ Support Assignment Managers with project administration, timesheets, invoicing and adding value where possible, e.g. creating and maintaining spreadsheets, systems and processes for specific assignments
▪ Delivery of chargeable project work (where possible)
▪ Book routine and complex travel arrangements; research and arrange visa requirements
▪ Deal with employees, subconsultants and clients based in UK and Internationally
▪ Note taking at meetings
▪ Creating presentation documents in PowerPoint and working in Adobe to combine and create documents
▪ Maintain contact databases as required
▪ Provide general office support, including organising/setting up/clearing meeting rooms (refreshments etc.), assist with maintaining a tidy kitchen including packing/unpacking dishwasher and daily cleaning of coffee machine
▪ First point of contact to answer the switchboard and greet visitors
▪ Organise lunches for meetings as required
▪ Assist in organising, arranging, managing and hosting client and Company events
▪ Manage office supplies i.e. stationery, paper, kitchen consumables and cleaning products
▪ Provide cover for absences within the administration team by taking on work and dealing with queries
▪ Assisting the Marketing & Proposals Manager as required on an ad hoc basis, including; creating tender documents, proof-reading, creating/updating employee professional CVs
▪ Ensuring implementation and adherence to Company procedures in the management, delivery and administration of support services
▪ Observe and maintain Company Health and Safety Policy across all activities
▪ Undertake other reasonable duties as requested by your Line Manager

EXPERIENCE AND QUALIFICATIONS REQUIRED:

▪ Relevant experience within a Consultancy or Professional Services team environment would be beneficial
▪ Experience of providing secretarial support for a team is essential; secretarial qualifications would be beneficial
▪ Experience of arranging complex travel, visas and meeting arrangements
▪ Proven ability to work in a demanding environment, multitask and complete work to deadline
▪ Knowledge of UK and international engineering and construction industries, ideally in civil infrastructure markets
▪ Understanding of proposal/PQQ processes would be beneficial
▪ Experience of producing agendas, minutes and routine office correspondence
▪ Experience of managing sensitive information

COMPETENCIES:

▪ Strong secretarial skills (including typing, dictation and note taking)
▪ Able to produce reports from handwritten drafts
▪ High standard of literacy and numeracy with ability to manage data and produce financial information and invoices
▪ Able to prioritise and work under pressure and consistently to high standard
▪ Good interpersonal skills with a positive, helpful and flexible approach
▪ Able to communicate effectively (written and verbal) with all levels of people in person and at a distance
▪ Highly results orientated; strong drive to deliver
▪ Able to use initiative, be self-motivated and a good team worker
▪ High level of IT literacy in Office packages (Word, Excel, Outlook, Adobe and PowerPoint – Essential, Visio – Desirable

PERSONAL STYLE AND BEHAVIOUR

▪ Flexible approach to work with an understanding of the importance of providing a high standard of service to internal customers
▪ Demonstrates willingness and flexibility of availability to meet business needs; self-starter, committed with a high degree of integrity
▪ Professional and friendly approach
▪ A systematic, meticulous and quick worker who is highly organised and understands confidentiality
▪ Able to perform effectively within changing environments
▪ Commitment to own personal development