Operations Support Admin

Overall Purpose :

You will be involved in general administrative and support function to the Account Management team within St James. You will be comfortable working in a fast-paced environment, thinking on your feet and enjoy problem-solving on a daily basis.

Duties and Responsibilities :

v  Providing general administrative support for the FOH Account Management team & Office Manager.

v  Ordering of site equipment, products, uniform that support the efficient running of the front of house services for all sites

v  Maintain purchase requests.

v  Organise, source and maintain SIA and First Aid course bookings.

v  Keep an accurate log of expiry dates and all course details

v  Chase and own the SIA database to ensure it is uptodate.

v  Be responsible for confirming attendance and completion of all pre-course work for all courses by the attendee

v  Assisting the Account Managers with the Social Value Portal and ESG presentations 

v  Creating quotations for sites with the appropriate mark-up

v  Creation of PowerPoint presentation for all added value items for the support of the front of house team. This includes uniform, branded items, coffee machines, stationery, office/reception supplies etc

v  Firm understanding of different brands, midrange, luxury and exclusive items

v  Filing, photocopying, and answering the phone.

v  Answering office buzzer for visitors and verifying before granting access to the building.

v  Updating and maintaining databases and spreadsheets

v  Organising, support and assisting with events for sites and head office throughout the year e.g Valentine Summer, Christmas

v  Being a point of contact for suppliers when organising events or ordering stationery and/or site products

v  Maintaining the supplier database.

v  Creating and maintaining a pop-up database for buildings to refer to

v  Communicating with IT for either new/replacement phones/laptops for the operations team

v  Responding to queries and orders within a timely manner

v  On occasions cover site on an ad-hoc basis and only in emergencies

v  Deliver packages to site/post office as and when required.

v  Booking travel arrangements

v  Requesting and chasing POs

v  Updating finance sheets with expenditure for Account Managers

v  Expense Processing for the Account Management Team

v  Flexible with working hours if there is a deadline to meet.

v  Any other duties as deemed necessary to support the client, customer, colleagues and St James 

Knowledge and Skills

v  Previous administrative experience required.

v  Ability to work in a busy environment.

v  Comfortable with talking on the phone in an open-plan office

v  Ability to meet tight deadlines and work under pressure.

v  Warm, friendly and approachable.

v  Ability to be discreet.

v  Exceptional organisational and time management skills with the ability to prioritise workload

v  Excellent communication skills.

v  Reliable with a proactive nature

v  Proficient in full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook

v  Strong attention to detail while handling queries, recording information and updating data base.

v  Creative