Administrative Assistant

JR United Kingdom; Belfast; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking an experienced administrative assistant to enhance operations in their Belfast office. This role is pivotal in ensuring efficient office management, scheduling, and document preparation. You'll be the backbone of the team, coordinating tasks and maintaining communication with clients and vendors. With a focus on organization and attention to detail, you'll thrive in a dynamic environment where your contributions will directly impact project success. If you're passionate about supporting teams and driving efficiency, this is the perfect opportunity for you.

Benefits

30 days annual leave including public holidays

Ongoing training and personal development opportunities

Qualifications

• 2+ years experience in a busy office environment.
• GCSE Maths and English at grade C or higher or equivalent.

Responsibilities

• Manage office files and supplies, ensuring smooth operations.
• Schedule meetings and organize travel arrangements for staff.
• Draft and manage project documentation and reports.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Technical Skills

Time Management

Problem-Solving

Education

GCSE Maths

GCSE English

Tools

Microsoft Office/Microsoft 365

Xero financial software

Paperless Construction

Job description

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At SG Elite Ltd, we are driving innovation within civil engineering across the UK and Ireland. With a strong focus on the railway sector, we are proud to deliver high-quality infrastructure projects which help shape and positively impact communities and industry.

We are now seeking an experienced and enthusiastic administrative assistant with a "can do" approach to ensure the smooth operation of our Belfast City Centre office. This role involves a variety of tasks and responsibilities which will help the team stay organised, on track, effective and efficient.

Key Accountabilities

Office Management

• Maintaining and organising office files, both physical and digital
• Managing office supplies and inventory
• Coordinating office maintenance and troubleshooting equipment issues
• Answering phones and managing calls
• Mailbox Management

Scheduling and Calendar Management

• Scheduling and organising internal and external meetings, appointments, and interviews
• Coordinating team schedules for project timelines, meetings with clients, and field visits
• Organising travel arrangements for staff, including hotel bookings and transportation

Document Preparation and Management

• Drafting, proofreading, and editing correspondence, reports, proposals, and other documents
• Ensuring that all project documentation is filed properly for easy access (plans, specifications, reports)
• Assisting with contract preparation, subcontractor agreements and project plans

Project Support

• Helping track the status of ongoing projects
• Reviewing incoming project documents or proposals
• Assisting directors and project managers with data entry, reports, and project timelines
• Organizing meetings for project updates, coordinating tasks for the project team
• Preparing reports for project managers or clients
• Updating and maintaining project schedules and timelines
• Creating purchase orders and ordering materials/ PPE / office supplies etc

Client and Vendor Communication

• Acting as the point of contact for clients and vendors
• Responding to client inquiries, answering calls, and following up on issues
• Assisting with billing and invoicing
• Assisting with budget tracking, preparing invoices, and keeping accurate financial records
• Helping manage accounts payable and receivable
• Preparing expense reports for team members

Compliance and Legal

• Ensuring compliance with safety regulations and other industry standards
• Keeping track of required certifications and licenses for staff and equipment

Skills, Qualifications & Experience

Skills

Organizational Skills: Strong ability to manage multiple tasks simultaneously and prioritize effectively

Communication Skills: Excellent written and verbal communication for client interaction, correspondence, and team coordination

Attention to Detail: Ensuring that all documents, schedules, and project details are accurate

Technical Skills: Proficient in Microsoft Office/Microsoft 365 and familiarity with, or willingness to learn additional software packages ( Xero financial software/ Paperless Construction)

Time Management: Being able to meet deadlines while juggling multiple responsibilities

Problem-Solving: Ability to handle unexpected issues and resolve them quickly

Qualifications

Candidates must hold GCSE Maths and English at grade C or higher or equivalent qualification

Experience

At least 2 years experience of working in a busy office environment

Previous experience in the Construction or Civil Engineering Industries would be an advantage

Previous experience supporting in a finance capacity would be an advantage

Hours

Monday to Friday (38 hours per week)

• Annual leave entitlement of 30 days including public holidays
• Ongoing training and personal development opportunities