Administrative Assistant

The Admin Assistant plays a pivotal role in ensuring the smooth operation of the UK office. This position involves providing professional and efficient support to the Director, Managers, and Engineers, while serving as the first point of contact for all customers, clients, vendors, and employees. The successful candidate will maintain a well-organized office environment, fostering a positive and productive atmosphere., Administrative Support: Efficiently manage a wide range of clerical and administrative tasks for the European team, ensuring seamless day-to-day operations.

Office Management: Oversee the management of the office premises and its contents, liaising with local government offices, utility companies, the landlord, building management, insurance providers, and other relevant entities.

Financial Tracking: Monitor and track office expenses, identifying and reporting any discrepancies or areas of concern.

Team Assistance: Provide comprehensive support to the team, including scheduling meetings, managing travel arrangements, handling visa and passport applications, preparing documents, correspondence, presentations, and coordinating conferences.

Communication Gatekeeper: Act as the primary contact for internal and external communications, ensuring timely and effective communication with company personnel, clients, and other stakeholders.

Guest Reception: Welcome guests and customers professionally, whether in person or over the phone, and direct inquiries appropriately.

Event Management: Organize and manage company events, including scheduling, catering, and coordinating visitor lunches.

Confidentiality: Safeguard confidential information and ensure all operations adhere to privacy and data protection standards.

Office Supplies Management: Oversee the procurement and stocking of office, kitchen, and cleaning supplies, ensuring the kitchen area and conference rooms are maintained to a high standard.

Employee Relations: Develop and maintain strong relationships with employees across all locations, with particular focus on embedding Roesleins core values within the UK office.

Health & Safety Governance: Ensure the office adheres to established environmental, health, and safety procedures, and manage the business continuity plan.

Continuous Improvement: Actively support and promote a culture of continuous improvement within the office.

Other Duties and Responsibilities:

Departmental Support: Provide additional support to accounting, purchasing, and human resources departments as needed.

Workplace Environment: Foster a positive and collaborative working environment that aligns with the organizations goals.

Additional Duties: Perform other administrative tasks as required to support business operations.

Project Support: Assist with business projects, including customer interaction both on-site and off-site.

Trade Show Support: Provide administrative support for trade shows, including logistics, setup, and client interaction.

Marketing Support: Contribute to the marketing efforts of the business.

Work Environment:

This role is predominantly office-based, with work performed in a controlled environment. Occasional exposure to harsh conditions may occur, but only for short durations.

The physical requirements of this role include occasional walking, standing, kneeling, repetitive hand movements, and upper body twisting. The employee will primarily be seated (80%) with occasional standing or walking (20%). The role may require lifting up to 10 kilograms occasionally and up to 20kg rarely.

Knowledge, Skills, Abilities, Education, and Experience:

Education: GCSE/A Level education is essential.

Experience: 3-5 years of experience in a similar or junior management position is preferred.

Professionalism: Must present a positive image both over the phone and in person, maintaining a professional demeanor at all times.

Attitude: A positive attitude and strong cooperation skills are essential.

Attention to Detail: Exceptional attention to detail and accuracy, particularly in a fast-paced environment.

Organizational Skills: Excellent organizational and planning abilities are required.

Reliability: Must be responsible and dependable, with a strong commitment to the role.

Multi-tasking: Ability to effectively manage multiple tasks and adapt to changing priorities.

Communication: Excellent written communication skills are essential.

Technical Skills: Proficiency in Microsoft Windows-based programs is required.

Interpersonal Skills: Ability to interact effectively with co-workers, clients, vendors, and other business contacts.

Core Values: Must uphold Roeslein & Associates core values, ensuring safe and efficient business operations and fostering positive relationships.