Administration Assistant

Job Role: Administration Assistant
Salary: £25,000
Hours: 9am to 5:30pm, Monday to Friday
Work Arrangement: Hybrid – 4 days in the office, 1 day working from home
Office Location: Cardiff City Centre (walking distance to Cathays train station)

Company Overview
Pertemps is collaborating with an award-winning, multi-disciplinary environmental consultancy that prioritises reducing its carbon footprint. This company is committed to delivering nationally significant projects while maintaining a sustainable approach.

Position Overview
Ensure the efficient operation of the client’s office by maintaining a tidy workspace, adhering to environmental objectives, and providing comprehensive support to various departments.

Key Responsibilities

• Front Desk Management: Serve as the first point of contact for phone calls and visitors.
• Resource Planning: Update the weekly resource planning spreadsheet in preparation for Monday meetings.
• Travel Arrangements: Assist project managers by arranging hotel and car hire bookings as needed.
• Timesheet Coordination: Remind colleagues to submit weekly timesheets promptly, assisting the finance administrator.
• Database Maintenance: Maintain and update the subconsultant database.
• Fee Application Preparation: Prepare fee applications as required.
• Invoice Management: Scan, save, and forward general invoices, supporting the finance officer.
• Petty Cash & Mail: Manage office petty cash and handle incoming mail.
• Tender Process Support: Complete standard financial answers to support the tendering process.
• Project Register Maintenance: Maintain and update the project register.
• New Staff Onboarding: Facilitate the onboarding of new staff by: Ordering their Personal Protective Equipment, Setting up staff and personal HR folders.

Skills and Experience

• Strong proficiency in Excel.
• Proficient written English skills.
• Good working knowledge of Microsoft applications such as SharePoint, Word, and PowerPoint.
• Friendly and helpful demeanour.

Benefits:

• Flexible working arrangements and opportunities for volunteering.
• 20 days of holiday + 8 bank holidays with the option to purchase an additional 5 days.
• Gradual increase of 5 additional days of holiday with length of service.
• Company pension scheme.
• Life assurance.
• Private medical insurance.
• Mentoring scheme and personalized training packages.