We are seeking an individual to provide comprehensive administrative support to our clients Commercial and Technical teams. Alongside the outlined duties below, the successful candidate will be flexible to assist with various tasks ensuring the efficient operations of both departments.

Key Duties:

Main Responsibilities:

• Overseeing the receipting process for the region
• Managing the register for SMAS registrations
• Coding invoices on the tracker and allocating them to the appropriate department
• Processing utility invoices and forwarding them to the relevant department for authorization
• Assisting in the creation of forms for client extras and passing them to departments for logging
• Conducting sub-contractor verifications and issuing notifications
• Fulfilling cheque requests as needed
• Handling mail distribution for the Commercial team
• Providing general administrative support to the team, including letter preparation, emailing, record maintenance, message taking, scanning, filing, typing, photocopying, and minute-taking
• Assisting in subcontractor procurement and tender package preparation, as well as responding to inquiries
• Supporting Technicians in Viewpoint information issuance, including thorough distribution of transmittals, hard copies, and QR codes
• Undertaking other office duties as required for holiday cover
• Managing the document hosting system
• Maintaining a library of consultant contract letters, agreements, and PI insurances
• Creating and updating project diaries as necessary
• Overseeing and maintaining the print room, ensuring sufficient paper/ink levels
• Performing any other relevant duties as assigned

Skills and Qualifications:

• Strong telephone etiquette
• Experience in handling invoices
• Proficiency in Word, Excel, and Outlook
• Self-motivated with excellent communication and interpersonal skills
• Ability to multitask and prioritize tasks effectively
• Strong organizational abilities
• Capacity to work well under pressure and meet deadlines
• Initiative-driven attitude

INDFS