Administration Assistant

Job Description

Due to expansion, our client, a rapidly expanding company in Cambridgeshire is looking for a highly motivated and organised Administration Assistant to join their established team in Cambridge. They offer a friendly, informal office environment and arecommitted to providing their clients with excellent services.Due to the nature of the organisation, our client would find it really helpful if you could to do touch typing or someone that has the confidence to do type up notes taken either via audio or notes with good attention to detail.The is a great opportunity to provide Administration support in a busy office environments and play a key role in helping others in the team.As the Administration Assistant you will be doing:

• Audio Typing (Digital Dictation):Transcribe dictated information accurately and efficiently using digital dictation software.
• Telephone Reception and Email Management:Answer incoming calls professionally, handle customer inquiries, and respond to emails promptly and courteously.
• Courier and Post Management:Receive and sign for deliveries from couriers and Royal Mail, maintain an organized mail system, and process incoming mail.
• Database Entry and Client File Management:Accurately enter data into client records, manage client files, and ensure timely scanning of relevant documents.
• Administrative Duties:Add deadlines to the system, open client files, upload data to client records, photocopy documents, book couriers when necessary, and frank mail.
• Client Document Preparation:Prepare proforma invoices, Letters of Engagement for new clients, and other administrative onboarding documents.
• Client Support and Inbox Management:Assist the main teams support and team in maintaining organized client portfolios and inboxes.
• Payment Monitoring and Invoicing:Monitor payments, track payment stages, and handle invoicing for the relevant fee earner when required.
• Communication and Delegation:Organise and distribute messages to appropriate team members, ensuring timely and efficient communication within the team.
• Additional Administrative Duties:Perform other general administrative tasks as assigned.

As the Administration Assistant you will have:

• Strong Organisational and Prioritisation Skills:Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines under pressure.
• Exceptional Attention to Detail:Maintain a high standard of accuracy, ensuring that all work is complete, error-free, and up-to-date.
• Team Player Attitude:Possess a collaborative spirit, work effectively as part of a team, and contribute to a positive and supportive work environment.
• Experience with Customer-Facing Roles:Demonstrate the ability to interact with clients professionally, courteously, and effectively.
• Multitasking Capability:Adept at handling multiple tasks simultaneously, adapting to changing priorities, and maintaining composure under pressure.
• Confident Phone Skills:Confidently handle incoming calls, respond to inquiries, and engage in professional communication with clients and colleagues.

Benefits:

• Competitive Salary:Competitive salary commensurate with experience and qualifications.
• Usual Benefits:Comprehensive benefits package including health insurance, pension plan, and flexible working arrangements.
• Friendly and Supportive Environment:Work in a dynamic and supportive environment with motivated and experienced professionals.

If the Administration Assistant position sounds like the kind of position you would be looking for then our client would love to hear from you, and will be reviewing all applications over the next 2 weeks. If you are selected, we will be in contact and if not,we will be keeping your details on file for any future vacancies.If you are selected, we will be in contact and if not, we will be keeping your details on file for any future vacancies. Please follow us on Twitter (@ExactSourcing) or ‘like’ us on Facebook to keep updated with any future opportunities.Please note by applying for this role you are agreeing to your CV being held on our database where it will be stored confidentially and securely. Your CV will be used and kept only for us finding you a new role. You can ask for the deletion or correction ofyour data, or to opt out of this service at any point by informing Exact Sourcing.Exact Sourcing is an equal opportunities employment agency