Administrative Assistant
We are looking for an Administrative Assistant who will provide key administrative support to Contractors Only by managing daily office activities, handling correspondence, assisting with bookkeeping. The role will also support the company with special projects as assigned in order to enable the business in its daily operations. The Administrative Assistant will work very closely with the Chief Executive Officer and the operations team.
The successful candidate will possess excellent communication skills, a professional aptitude, be timely, and highly organised. The person must be a self-starter who is able to see through a task from start to finish; someone who takes ownership of their responsibilities.
Manage day-to-day office operations, including answering phones, handling mail, and scheduling appointments.
Coordinate meeting room bookings for all meetings both internally and externally, ensure rooms are well equipped and organised ahead of meetings.
Greet visitors and provide them with a hospitable environment.
Write, distribute, and save emails, correspondence, memos, letters, and forms as necessary.
Oversee procurement and maintain records of all purchases made by the company.
Organise and maintain files and records, both electronic and hard copy.
Compile and record all necessary Purchase Orders.
Collects and organises invoices for bookkeeping purposes.
Receiving, checking, and filing delivery notes.
Reviews and checks received invoices, delivery notes, quotations, and Purchase Orders to ensure a level of cost control, highlighting and tackling any discrepancies.
Coordinate with vendors and contractors to ensure timely delivery of materials and supplies.
Completes operational requirements by scheduling, following up on administrative tasks and expediting work results.
Filing of legal documentation, while maintaining all regulatory filings in order.
Assist in the preparation of project documentation and reports.
Maintain company contact lists, supporting the operations team when required.
Develop and implement administrative systems and procedures to improve efficiency and effectiveness.
Act as point of contact for all key areas of the business, both internal and external.
Coordinate and communicate with internal and external stakeholders to ensure smooth operations and timely completion of tasks.
Provide support for meetings and events, including scheduling, preparing materials, and taking minutes.
Assist with on-site material/furnishing collection or delivery, site key collection or distribution and other logistical coordination.
Manage office supplies and inventory, including ordering and restocking as needed.
Oversee social media platforms and assist in preparation of content as needed.
Assist with human resources tasks, including time tracking and output of deliverables, paperwork for onboarding and offboarding of employees, maintaining employee records up to date, and coordinating benefits.
Contributes to team effort by accomplishing related results as needed.
Perform other duties as assigned by management.
The duties and responsibilities described in this job description are not a comprehensive list and as such additional tasks may be assigned to the employee from time to time. At the same time however, not all listed tasks are to be carried out daily and therefore are listed to demonstrate the dynamic scale of the required role. The scope of the job may also be subject to change as necessitated by business demand.
Qualifications
MQF level 5 Diploma or equivalent qualification.
Minimum 1-year relevant experience in an administrative role.
Proficient use of English is a must; any other language will be considered a plus.
Excellent communication skills, both written and verbal.
Strong organisational skills and attention to detail.
Ability to prioritise tasks and meet deadlines.
Proficient in Microsoft Office Suite and familiar with the use of relevant IT software.
Professional demeanour and ability to interact effectively with internal and external stakeholders.
Experience in a construction company is a plus.
Working Conditions: The Administrative Assistant will work in an office environment with frequent interaction with employees, vendors, and contractors. The job may require occasional travel to different sites or locations.
Salary: The salary for this position will be commensurate with qualifications and experience.
Interested candidates are asked to send an email to hr@contractorsonly.eu attaching their Covering Letter and Curriculum Vitae.