Office Admin Assistant

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

The Ecology Consultancy is seeking to appoint a reception and administration officer to be based in our London office to assist with the general management of the office and maintaining records.  The Ecology Consultancy is part of the Temple Group and the company’s finances are managed by the Temple finance team based in Haywards Heath.   

Roles and responsibilities  

Reception

* Responsible for answering the office entry phone and greeting visitors, couriers, accepting deliveries, etc

* Responsible for answering the main office telephone and transferring calls to the appropriate person, taking messages as required

* Responsible for collecting incoming mail and distributing to appropriate member of staff

* Responsible for ensuring all outgoing mail is franked and for posting at the end of each day, also responsible for taking any packages, special delivery items to the post office for stamping.  
General Administration

* Responsible for maintaining office equipment, ordering stationery and other office supplies including furniture.

* Ensure the printers are stocked with paper, deal with any printer problems or refer them to the engineer as appropriate

* Ensure kitchen supplies are kept topped up and kitchen kept in tidy condition

* Responsible for maintaining and updating library and keeping records of loan and return

* Responsible for ensuring the office is cleaned on a regular basis and liaising with the cleaning contractors

* Responsible for recycling waste, requesting collections, replacement bags, etc.

* Assisting the office manager in ensuring the office premises are maintained in a good state of repair and organising tradesmen to carry out any repairs required.

* Assisting the office manager in organising office relocations

* Provide administrative support to the Operations team and other Ecology Consultancy staff, 

* Responsible for maintaining records for company vehicles, ensuring tax, insurance and MOT are renewed on time and ensuring that mileage sheets are submitted on a regular basis

* Undertake other duties as may reasonably be required and contribute to the efficiency of The Ecology Consultancy by working collaboratively as a member of the team.  
Marketing

* Assisting the Senior Marketing Executive

* Assist with maintaining the CRM database  
Project Administration

* Assisting with the production of fee quotes

* Requesting data searches as required  
Health and Safety

* Monitoring H&S training records and ensuring staff training is up to date, booking courses as required

* Monitor and maintain survey equipment, order new equipment as required

* Monitor and issue PPE, order new equipment as required  
Finance

* Ensure that staff expenses claims are collected and sent to Temple in Haywards Heath on a weekly basis.

* Raising and obtaining appropriate approval of purchase orders to support any expenditure incurred by The Ecology Consultancy

* Assist Group Finance in the transition period, including communicating with existing customers and suppliers to inform them of new accounts contact and bank account details.  

Essential skills and aptitudes

* Good working knowledge of MS Office; 

* Experience of working in a busy office;

* High attention to detail;

* Ability to multi-task, work under pressure and prioritise work;

* Confident telephone manner;

* Highly organised with strong communication skills, both written and verbal;

* Quick to learn, thorough and friendly with the ability to prioritise and work under pressure.   

Desirable

* Interest in ecology, environmental science or similar;

* Knowledge of database administration

What do we offer.

* Starting salary in a range from £20,000.00 depending on skills and experience and based on a 40 hour week

* Permanent full-time contract 

* 25 days holiday plus public holidays 

* Pension scheme

* Flexible working  

Applications (your CV and a covering letter) must be emailed to: jane@ecologyconsultancy.co.uk  

The Ecology Consultancy aims to promote equality of opportunity, dignity and due respect for all employees and clients as is consistent with the company’s Equalities Policy.