Job Overview
The Administrative Assistant is responsible for Project Scheduling Administration duties and handling general enquiries from customers and suppliers. This role involves completing all administrative tasks, such as taking phone calls, answering emails, Vendor Management, and raising Purchase Orders in an accurate and timely manner.
Key Responsibilities:
* Telephone answering, message taking, and referral to appropriate colleagues.
* Fielding general customer queries, including answering directly where appropriate.
* Providing general administrative duties, including invoicing, correspondence, creating flyers and forms, Vat Returns, Stock Taking, and more.
* Maintenance of Correspondence, collecting and recording mail, stamping and posting outgoing mail, and printing emails.
* Photocopying, faxing, shredding, laminating, filing, and archiving.
* Administration related to SEAI Grant Paperwork and ESB solar PV paperwork. Training is available for both.
* Monitoring and managing room bookings for meetings.
* Meeting Minute Taking.
* Consolidation and Presentation of company data in an efficient manner.
* Stock Management and ordering materials in advance, considering future projects.
* Vendor Management, including raising purchase requisitions for services and supplies.
* Health and Safety Representative for the site.
* Assisting in developing and implementing new systems in the workplace.
* Ongoing support to the Vision Solar team.
* Performing other duties as required by the Director.
Requirements:
* Prior experience as a receptionist or in a related field, along with experience in administrative duties within a fast-paced environment.
* Excellent written and verbal communication skills.
* Proficiency in applications including Word, Excel, Adobe PDF, and Gmail.
* Excellent time management skills.
* Able to maintain accurate and relevant records.
* Ability to contribute positively as part of a team, assisting with various tasks as needed.
Nice to Have Skills:
* Previous experience working with SEAI schemes.
* Previous Accounting experience using systems like SAGE or Coupa (an advantage).
* First Aid qualification.
* Previous Human Resources/Payroll experience.
* Previous Pricing Experience.