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Secretary / Administrator

Vacancy Title: Secretary / Administrator
Contract Type: Permanent
Location: Southampton, Hampshire
Industry:
Salary: Up to £25000.00 per annum
Start Date: ASAP
REF: BBBH5075_1538665867
Contact Name: Dynamite Recruitment
Contact Email: contact@dynamiterecruitment.com
Vacancy Published: 14 days ago

Vacancy Description

Secretary / Administrator
Location: Southampton
Salary: £25000
Plus, Fantastic benefits which include but are not limited to:

  • Pension (5% employer contributions)
  • Private Medical healthcare
  • Health Cash Plan
  • Bike to Work Scheme
  • Death in Service
  • Childcare Vouchers
  • 25 days holiday + bank holidays
  • 2 extra days holiday on your 1st year work anniversary

Hours of work: 8.00am to 5.30 Monday to Friday

Dynamite Recruitment is currently working in partnership with a very well-established engineering business based in Southampton

Due to huge success our client is now looking to recruit a Secretary / Administrator to join a specialist engineering department

Key purpose of role:

You will work as a part of a secretarial team, where you will undertake all aspects of allocated secretarial duties on a daily basis, and as such, be accountable for their quality and production. Ensuring the company and client needs are exceeded at all times.

As a Secretary / Administrator your key duties will include :

General administration

  • Answering office phone calls in accordance with Group standards, then taking, recording and distributing messages. This to include finding out relevant information when necessary and phoning the client back
  • Meeting and greeting visitors
  • Undertake typing to Group standards
  • Typing all correspondence and documentation for the department you are assigned
  • Typing order acknowledgements
  • Meeting minutes: Attend meetings - take notes, type and circulate as required
  • Diary management - arrange monthly/quarterly meetings, lunch arrangements etc.
  • Filing and office administration as required
  • Photocopying as required
  • Sub-contract correspondence including raising purchase orders, sub-contract agreements and related documentation
  • Collation of timesheets, scanning, filing, adding to a specialist system before forwarding to the director for approval
  • Record and ordering of tools for site managers

Health and Safety

  • Managing ISO 9001, liaising with external auditors
  • Prepare health and safety information including health and safety plans, method statements, risk assessments, COSHH assessments, safety tool box talks and technical submissions

Programmes

  • Preparation and updating contract programmes for projects

Works In

  • Logging in of new enquiries to tender book
  • Update and maintain tender programme with current enquiries
  • Checking and logging all enquiry documents onto enquiry log all pages of specification/preambles to be listed missing pages or drawings to be notified to client
  • Management of Tender Documentation
  • Update 'quote values' spreadsheet identifying monthly quotation totals
  • Update 'order values' spreadsheet identifying monthly order value totals
  • Update weekly 'sales target activity report' (referred to as WOSTAR) with live tenders

Sales and Marketing

  • Assist with corporate event organisation type and send email invitations to clients
  • liaise with corporate event organiser
  • Collate information and complete client prequalification questionnaires
  • Preparation of routine sales and marketing letters weekly
  • Assist with corporate event organisation type and send email invitations to clients
  • Liaise with corporate event organiser
  • Collate information and complete client prequalification questionnaires
  • Preparation of routine sales and marketing letters weekly


Should this be of interest please submit your CV immediately

Dynamite Recruitment Solutions Ltd is acting as an Employment Agency in relation to this vacancy.