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:
• Telephone answering, message taking, referral to appropriate colleagues.
• Fielding general customer queries (answering directly where appropriate)
• Provide general administrative duties to include, but not limited to, invoicing, general correspondence, creating fliers and forms, Vat Returns, Stock Taking etc.
• Maintenance of Correspondence; collecting & recording of mail in, stamp & post outgoing mail, print emails.
• Photocopying, faxing, shredding, laminating, filing, archiving.
• Administration in regard to SEAI Grant Paperwork & ESB solar PV paperwork. Training is available for both.
• Monitor / manage room bookings for meetings.
• Meeting Minute Taking.
• Consolidation & Presentation of company data in an efficient manner.
• Stock Management & ordering of materials in advance taking into account future projects.
• Vendor Management. Raising purchase requisitions for services & supplies for the site.
• Health & Safety Representative for the site.
• Assisting in the development & implementation of new systems in the Workplace.
• To be part of the of the Vision Solar team.
• Other duties as required by the Director. Job Qualifications:
• Prior experience as a receptionist or in related field along with experience in administrative duties within a fast paced environment 2
• Excellent written and verbal communication skills.
• Competency in applications including Word, Excel, Adobe PDF, and Gmail
• Excellent time management skills.
• Ability to maintain accurate relevant records.
• Able to contribute positively as part of a team, helping 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 an advantage.
• First Aider Qualified.
• Previous Human Resources/Payroll experience.
• Previous Pricing Experience.