The ideal candidate will play a key role in the organisation and efficiency of daily office operations. From scheduling client meetings and site movements to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner.
MAIN OBJECTIVES
1. To assist the directors in providing a professional, effective and best value service to all clients as required.
2. Assist in the organisational operations of the SIS International (Ireland), including liaison with team operatives.
RESPONSIBILITIES / ACCOUNTABILITIES / TASKS
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.
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.
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 in the production, filing, and distribution of certification documents as required and to assist the team.
5. To manage the schedule, including renewals letters etc.
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.
Qualifications
1. Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
2. Excellent written and verbal communication skills.
3. Ability to multi-task, organise, and prioritise work.
4. Business Administration Qualification is advantageous.
5. Previous experience in an administrative role is advantageous.
#J-18808-Ljbffr