Personal Assistant / Administrative Assistant / PA

Newcastle-under-Lyme, Staffordshire, England
24 May 2019
21 Jun 2019
Bluetown Online
Contract Type
Part Time

Job Title: Personal Assistant

Location: Newcastle-Under-Lyme

Salary: Negotiable

Job Type: Part Time, Permanent (27 per hours)

The Company is a successful UK on-line business which has its own distribution warehouse in Newcastle under Lyme.

You will provide dedicated secretarial and administrative support to the business Directors & Operations Manager of the company's business and other businesses owned by the Directors.

Offering widespread support to the entire team to ensure cohesive running of a growing business, striving to continuously improve processes and ways of working.

Role and Responsibilities:

Sales & Profit

  • To order stationary and office supplies for the site and manage distribution ensuring best prices are secured and cost savings made whenever possible
  • To manage and co-ordinate sales/supplier meetings
  • To provide sales and ad-hoc reports to assist the Directors in the Supplier meetings
  • To manage supplier and third party/sites/facilities contracts and relationships. Ensuring operating costs are maintained and where possible negotiated down.
  • To ensure VAT returns are done and completed for all businesses and deadlines are met
  • To manage and maintain MiniPos ensuring pricing is correct and in line with website. Ensuring stock levels are maintained. Reviewing platform to ensure set-up is right and proper for business need and fit for purpose

Customer Insight & Experience

  • To perform Reception duties as and when required
  • To answer, screen and direct calls
  • To provide hospitality to visitors and Directors
  • To visit Suppliers/Clients in various locations for Directors requirements
  • To take meeting minutes and follow up on action points
  • To undertake personal errands for business Directors & Operations Manager

Operational Delivery

  • To manage Directors & Operations Managers' diaries
  • To organise business trips
  • To fully collaborate with and being a proactive member of the office administration department
  • To ensure that the office environment is maintained and in good condition
  • To perform general admin duties, draft letters, generate invoices etc. and overall upkeep of filing systems for all businesses
  • To ensure office equipment & supplies and consumables are maintained and used efficiently
  • To co-ordinate all Director & Operations Manager activities to ensure deadlines are met
  • To assist, observe and report on H&S/Facilities matters to the Operations Manager and accept work and projects related to these areas as and when delegated to
  • To create, update and maintain site policies & procedures (all sites)
  • To guarantee contract compliance ensuring the terms of the contract are being upheld by the Suppliers

People Development & Learning

  • Support improvement streams and strive to improve own operating standards and methods to meet targets and deadlines
  • Identify own business training requirements and maintain continual personal development
  • Recognise, praises and encourages others to perform to the best of their ability
  • Challenge self to deliver and excel to the best of their ability
  • To act as a gatekeeper by handling as much of the administrative duties as possible without having to interrupt the Directors. Ensuring relationships with other key personnel are maintained

The Candidate:

  • Possess excellent interpersonal skills and ability to maintain professionalism and diplomacy
  • Must display enthusiasm and the desire to succeed
  • Highly developed administration and organisational skills with excellent attention to detail
  • Ability to multitask whilst working to tight deadlines and maintaining accuracy. Thorough and methodical
  • Highly motivated, enthusiastic and driven with strong initiative
  • Good working knowledge of MS Office (Outlook, Excel, Word, PowerPoint)
  • Strong written and verbal communication skills
  • Ability to reassign priorities to meet deadlines in a changing environment

Please click the APPLY button to send your CV and Cover Letter for this role.

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