Job Overview: The Administrative Assistant is responsible for Project Scheduling Administration duties & handling general enquiries from customers & suppliers. This role also involves the completion of all administrative tasks such as taking phone calls, answering emails, Vendor Management, raising of PO’s, etc. in an accurate & timely manner.
Job Responsibilities:
1. Telephone answering, message taking, referral to appropriate colleagues.
2. Fielding general customer queries (answering directly where appropriate).
3. Provide general administrative duties to include, but not limited to, invoicing, general correspondence, creating fliers and forms, Vat Returns, Stock Taking, etc.
4. Maintenance of Correspondence; collecting & recording of mail in, stamp & post outgoing mail, print emails.
5. Photocopying, faxing, shredding, laminating, filing, archiving.
6. Administration in regard to SEAI Grant Paperwork & ESB solar PV paperwork. Training is available for both.
7. Monitor/manage room bookings for meetings.
8. Meeting Minute Taking.
9. Consolidation & Presentation of company data in an efficient manner.
10. Stock Management & ordering of materials in advance taking into account future projects.
11. Vendor Management. Raising purchase requisitions for services & supplies for the site.
12. Health & Safety Representative for the site.
13. Assisting in the development & implementation of new systems in the Workplace.
14. To be part of the Vision Solar team.
15. Other duties as required by the Director.
Job Qualifications:
1. Prior experience as a receptionist or in a related field along with experience in administrative duties within a fast-paced environment.
2. Excellent written and verbal communication skills.
3. Competency in applications including Word, Excel, Adobe PDF, and Gmail.
4. Excellent time management skills.
5. Ability to maintain accurate relevant records.
6. Able to contribute positively as part of a team, helping with various tasks as required.
Nice to have skills:
1. Previous experience working with SEAI schemes.
2. Previous Accounting experience using systems such as SAGE or Coupa is an advantage.
3. First Aider Qualified.
4. Previous Human Resources/Payroll experience.
5. Previous Pricing Experience.
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