Job Overview:
The Administrative Assistant plays a pivotal role in Project Scheduling Administration and provides support for general inquiries from customers and suppliers.
This role encompasses various administrative tasks, including handling telephone calls, responding to emails, Vendor Management, and the preparation of POs, among others, with accuracy and punctuality.
Key Responsibilities:
* Telephone answering and message taking, referring callers to relevant colleagues as needed.
* Fielding general customer queries, addressing them directly when feasible.
* Providing general administrative duties, encompassing invoicing, correspondence, creating promotional materials, Vat Returns, stock management, and more.
* Maintenance of Correspondence; collecting and recording incoming mail, processing outgoing mail, printing emails.
* Supporting tasks such as photocopying, faxing, shredding, laminating, filing, archiving.
* Administration related to SEAI Grant Paperwork and ESB solar PV paperwork, with available training.
* Monitoring and managing room bookings for meetings.
* Meeting Minute Taking.
* Consolidation and Presentation of company data in an efficient manner.
* Stock Management and ordering of materials in advance, considering future projects.
* Vendor Management: raising purchase requisitions for services and supplies.
* Health & Safety Representative for the site.
* Assisting in the development and implementation of new systems within the Workplace.
* To be part of the Vision Solar team.
* Other duties as required by the Director.
Qualifications:
* 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.
* Capable of contributing positively as part of a team, assisting with various tasks as required.
Nice to Have Skills:
* Previous experience working with SEAI schemes.
* Previous Accounting experience using systems such as SAGE or Coupa, advantageous.
* First Aider Qualified.
* Previous Human Resources/Payroll experience.
* Previous Pricing Experience.