Administrator/Receptionist Part Time

Job Description

PART TIME (Monday, Wednesday & Friday 9-5.30) ADMINISTRATOR WITH RECEPTION DUTIES - COVENTRY - PERMANENT - £12,480 - £14,976 (DOE)Are you looking for a part time role where you can work three days a week in a varied administrative role for a great company.......then look no further! Working for a fantastic business based in Canley you will work to support 3 Senior members of the business with administrative tasks and duties and also some reception duties. Key duties will include:-Answer incoming calls via switchboard facility in a professional manner, and taking detailed accurate messages when required.Meet and greet visitors to the office, ensuring that they sign in the Visitors Book, read and take note of the Fire Evacuation Procedure.Escort the Visitor(s) to the appropriate Meeting Room or Conference Room and arrange refreshments for them.Set up the Conference Room with refreshments prior to a meeting if a large number of visitors are expected.Arrange for buffets / lunch to be ordered for delivery to the office in advance of large meetings or lunchtime seminars attended by the staff.Prepare Conference Room for lunchtime seminars attended by the staff, clear and tidy away once seminar has finished.Process incoming and outgoing post including updating franking machine and ordering supplies as required. Take outgoing post including small parcels to the Post Office as required.Date stamp all incoming post, and take to senior member of staff prior to distribution, with exception of Accounts post, which goes straight to Accounts.Sign for deliveries and distribute to staff.Arrange for couriers to collect sample boards and presentation material, to be sent to Clients.Type emails/, letters, agendas, minutes, schedules, specifications, fee agreements, fee letters, planning documentation and all other correspondence not dealt with by Accounts.Filing of project related and general admin correspondence and documentation, in accordance with company procedure.Typing of planning applications using Planning Portal, and where appropriate submitting applications together with all relevant documentation and payment.Processing all incoming planning approvals, scanning documents, saving and filing in red packets.Produce cds / dvds for sending information to clients, consultants etc.Update Company Telephone Directory and all other Practice related information with new members of staff, contact numbers etc, and distribute to other members of staff.Organise travel arrangements for staff including car hire, train tickets, hotel bookings.Order all paper and stationery supplies for the office, including printing consumables for the large format printers and the photocopiers, using preferred suppliers.Order all supplies for the Designers, and assist if required in preparing presentation boards for Clients.Order all consumables for the office such as tea, coffee, toilet rolls etc.Coordinate with confidential waste company, to ensure paper recycling bins are accessible and ready to be collected each month.Coordinate and book routine maintenance visits for heating, fire / intruder alarms, fire extinguishers, photocopiers etc, if requested to do so by Building Manager.Coordinate all arrangements for Corporate Events, compiling invitation list(s), updating contact details, ordering printed invitations, sending out invitations by post or via email, logging responses, updating Partners, contacting venues, ordering food and wine. Preparing all information required on the day of the event (Posters, table plans etc).Archive all correspondence, drawings, warranty information etc in line with company procedure (training will be given).Arrange for retrieval of documentation from off-site storage facility, using website and standard company procedure (training will be given).Create and amend PowerPoint presentations for Client meetings with updated project information.Create and amend Practice Profiles, used for tendering for projects.Prepare and update internal Health and Safety documentation for Personal Protective Equipment (PPE) and Display Screen Equipment (DSE), and coordinate with Health & Safety Manager and Consultants.Update all files with current ISO accreditation forms and paperwork, prior to audits.Coordinate with recycling company for the collection and safe destruction of broken and redundant IT / electrical equipment. Coordinate all enquiries regarding, technical vacancies, work experience, and student placements.Coordinate purchase and repair of office furniture (desks, chairs etc) with preferred supplier.Update Digital Archive with information as and when old projects are returned from off-site storage.Print and fold drawings as required.Assist with IT related issues and queries as and when required.Assist members of staff with questions / problem solving when using Microsoft Office programs.You will have previously worked in an administrative post and have the ability to deal with people at all levels. You will be highly professional and flexible in your approach to work as additional duties may be required at times. You will be a great team player as this role is a job share. You must have intermediate to advanced skills in full MS suite including Word, Excel, PowerPoint and Outlook. Any knowledge of Access and Photoshop would be an advantage Due to the high level of applicants we receive if you do not hear from us within 7 days please assume on this occasion you have been unsuccessful in your application. Required skills

secretary

administrator

receptionist

Keyskills :
secretary administrat receptionist