Business Support Administrator

Department: All departments

Location: Pyronix - Hellaby, Rotherham

Closing Date: 30/11/2021

Contact: debrat@pyronix.com

MAIN PURPOSE OF JOB

Efficient secretarial and administrative duties to support the Business Support Manager.

PRINCIPAL ACCOUNTABILITIES:

  • Greeting, signing in and issuing security passes to visitors adhering to visitor/contractor policy.
  • Answering external telephone calls and putting callers through to the relevant Staff.
  • Distribution of incoming post, scanning and emailing post where necessary, franking outgoing mail to UK and foreign destinations. Posting franked mail in the post box on the main road into the estate.
  • Creating and updating spreadsheets on Excel and typing formal letters on MS Word as required.
  • Assisting Business Support Manager in Projects to ensure deadlines are met.
  • Arranging vehicles to be returned to the leasing company/liaising with the appropriate contractor for repairs (minimum number of lease cars).
  • Booking in car/van services and arranging windscreen repairs as and when required.
  • Managing employee requests for pool cars and keeping accurate records.
  • Annually checking employees’ driving licence for insurance/car policy purposes.
  • Supporting the Company Green Agenda, including taking Minutes of meetings.
  • Accurately inputting a variety of POs on the OA System.
  • Match invoices to Statements. Booking in and matching up with invoices at Finance request.
  • Sending NDAs to customers and following up with sending out of Dongles where appropriate – taking dongle to Post Office currently as these are sent special delivery. Thereafter, when the NDA’s are returned keeping spreadsheets/index up to date.
  • Arranging hotel bookings and some travel (UK and Foreign) for employees.
  • Ordering consumables e.g. tea, coffee, kitchen rolls etc., for our sites and ordering stationery for Business Support as required.
  • Liaise with Sales Managers to provide Covid Supplies i.e. sanitiser. In addition, ensuring antibacterial wipes and sanitisers are available within all offices.
  • Keeping ‘facilities’ spreadsheets up to date, the information is used for budgeting purposes. Thereafter accurately file.
  • Chasing up of policies information/signatures etc., as required.
  • Assisting with the arrangements for company events e.g. Christmas Party, BBQ, this will include menu’s, attendees and seating plans.

KNOWLEDGE/EXPERIENCE/SKILLS NEEDED

Essential

  • Pleasant telephone voice.
  • Able to communicate with people on all levels.
  • High-level IT skills; Word, Excel, E-mail and knowledge of PowerPoint.
  • Able to work on own initiative.
  • Exceptional time management skills and able to prioritise workload.
  • Good Communication skills.

Desirable

  • Experience of minute taking.
  • Previous involvement of arranging travel and events.

 

If you believe you have the necessary skills for this role, please send your CV to Debra Troops – Senior HR Administrator. CLOSING DATE: 30 November 2021.

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