Group Company: SIS International (Ireland) Limited
Job Title: Site & Office Administrator
Reporting to: Ireland Directors
Direct Reports: None
Location: Office-based
MAIN OBJECTIVES
* To assist the directors in providing a professional, effective and best value service to all clients as required.
* Assist in the organisational operations of SIS International (Ireland), including liaison with team operatives.
RESPONSIBILITIES / ACCOUNTABILITIES / TASKS
1. Finance Administration
1. To summarise and check all invoices as required relating to the business, reconciling delivery notes to invoices received and to purchase orders to comply with ISO procedures.
2. To update new client accounts database and maintain existing client account details.
3. Liaising with key suppliers, placement of purchase orders and reviewing of invoices, including clear tracking and accounting.
4. Liaising with the directors for the preparation of daily new accounts, and checking of existing client accounts and related invoice summary checks.
5. To make the bookings for accommodation and flights for directors, managers & operatives as required.
6. To update the stock control sheets.
2. Call Management
1. To act as first responder to incoming telephone calls, relating to the business where clients will be your point of contact for scheduled visit dates.
2. To ensure incoming calls are effectively and quickly transferred to the correct receiver or that messages are taken and distributed clearly and in a timely manner.
3. Office Administration
1. To produce and update the weekly movement planner and distribute.
2. To assist the directors as directed, in particular in relation to operative diary movement and organization of travel and accommodation for scheduled maintenance visits.
3. To assist with the preparation and issuing of quotation offer letters for new or existing clients, as requested by directors.
4. To assist the production, filing, and distribution of certification documents as required and to assist the team.
5. To manage the schedule, including renewals letters etc.
4. Other Duties
1. To undertake any other duties as may be required from time to time but that shall remain within the competency and skills of the post-holder.
KEY INTERFACES
External:
Internal:
HEALTH & SAFETY
* To comply with all company health, safety and environmental management policies, works procedures, and instructions to ensure a safe and healthy workplace.
* To be aware of and fulfil your duties in relation to health and safety in the workplace, to promote your own safety, that of your colleagues and all personnel in your workplace.
* To report to a manager any safety or environmental hazards and risks, including incidents and near misses, of which you become aware in the workplace, including faulty or defective machinery or equipment.
* To operate workplace machinery in a safe manner and if trained and competent to do so.
* To wear all personal protective equipment as directed.
COMPLIANCE & SOCIAL RESPONSIBILITY
* To comply with all company policies and procedures as apply to your role and/or your employment generally, ensuring that you represent the Company to the highest business and ethical standards.
* To report immediately any instances of bribery or corruption of which you become aware, or approached regarding.
* To behave with respect and dignity towards your colleagues and all personnel in the workplace and to report in confidence any unacceptable behaviour, in particular bullying and harassment.
* To contribute towards the continual improvement of the business in terms of the corporate objectives and good governance of the SIS Group.
Minimum Requirements: Previous administration experience is essential for this role.
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