Administrative Assistant

MightyPower Facilities Management Ltd.; Greater London; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Mighty Power Facilities Management Ltd. is seeking an Administrative Assistant to provide comprehensive administrative support for the office. The role involves handling communications, scheduling, customer inquiries, and aiding staff with daily tasks.

Key duties include coordinating meetings, maintaining files, and assisting with HR tasks and event planning. Proficiency in MS Office and strong organisational skills are essential for success in this role.

Qualifications

• Proven experience as administrative assistant or similar role.
• Proficiency in MS Office including Word, Excel and PowerPoint.
• Excellent time-management and organisation skills.
• Strong written and verbal communication abilities.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Familiarity with office equipment like printers and scanners.

Responsibilities

• Manage and direct phone calls and emails with timely responses.
• Schedule meetings, appointments and travel for staff and managers.
• Maintain and organise files, records and databases, ensuring confidentiality.
• Prepare and distribute memos, reports and correspondence.
• Handle customer inquiries and provide excellent service.
• Assist in preparing presentations and reports for meetings.
• Manage office supplies and procurement as needed.
• Support HR tasks like onboarding and maintaining records.

Skills

MS Office

Time management

Organisational skills

Written and verbal communication

Attention to detail

Multitasking

Independent work

Team collaboration

Education

High school diploma

Tools

MS Excel

MS Word

MS PowerPoint

Job description

Job Summary:

The Administrative Assistant at Mighty Power Facilities Management is responsible for providing administrative support to ensure efficient operation of the office. This role involves a variety of tasks including managing communications, scheduling appointments, handling customer inquiries, and supporting other staff members in their day-to-day tasks.

Responsibilities:

• Manage and direct incoming phone calls and emails, ensuring timely and accurate responses.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers and staff.
• Maintain and organise office files, records, and databases, ensuring confidentiality and security.
• Prepare and distribute correspondence, memos, and reports.
• Handle customer inquiries and complaints, providing exceptional customer service.
• Assist with the preparation of presentations and reports for meetings.
• Manage office supplies inventory and place orders when necessary.
• Support the human resources department with tasks such as onboarding new employees, maintaining employee records, and coordinating training sessions.
• Assist in the planning and execution of company events and meetings.
• Liaise with vendors and service providers to ensure smooth office operations.
• Perform general office duties such as photocopying, scanning, and faxing.
• Ensure the office environment is clean, organised, and conducive to productivity.
• Support the finance department with basic bookkeeping tasks, such as processing invoices and expense reports.

Requirements:

• Proven experience as an administrative assistant, office admin assistant, or similar role.
• Proficiency in MS Office (MS Excel, MS Word, and MS PowerPoint, in particular).
• Excellent time-management skills and the ability to prioritise work.
• Strong organisational skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• High school diploma; additional qualifications as an Administrative assistant or Secretary will be a plus.
• Familiarity with office equipment, such as printers and fax machines.

At Mighty Power Facilities Management, we value efficiency and organisation in our operations.