Work Winning Executive Assistant

Site Operative Solutions Limited; City Of London; On-site; GBP 30,000 - 36,000; Full time

Job summary

Site Operative Solutions Limited is seeking a Work Winning Executive Assistant to support the Work Winning team with admin, filing, research, and bid documentation.

You will manage EOIs, PQQs and ITTs, coordinate responses, maintain calendars, assist with deliveries and safety reminders, and deputise when needed in a permanent PAYE role.

Responsibilities

• Providing administrative support to the Work Winning team, including maintaining electronic and physical files, conducting research, and managing bid documentation.
• Coordinating bids incoming and outgoing, coordinating responses between departments, and writing responses using information from central repository.
• Downloading and processing EOIs, PQQs, and ITTs, notifying relevant personnel, and managing tender folders.
• Issuing and chasing subcontractor enquiries, updating trackers and schedules, formatting documents, managing deliverables.
• Liaising with People & Culture Team for CVs to create company profiles, updating trackers, calendars, and sharing folders.
• Maintaining and distributing the updated new project list across the business.
• Receive and sign for deliveries, greet staff and visitors, and maintain health and safety postings.
• Ensure sign-in procedures comply with Health & Safety requirements and keep posters updated.
• Manage meeting rooms and ensure bookings via Outlook.
• Act as a Deputy for any posts/duties and appoint a deputy for absences as needed.

Job description

Work Winning Executive Assistant - Electrical company, location unspecified, permanent position.

Start date: ASAP. Duration: Permanent.

• Providing administrative support to the Work Winning team, including maintaining electronic and physical files, conducting research, and managing bid documentation. Coordinating bids incoming and outgoing, coordinating responses between departments, and writing responses using information from central repository.
• Responsible for downloading and processing EOIs, PQQs, and ITTs, notifying relevant personnel, and managing tender folders.
• Issuing and chasing subcontractor enquiries, updating trackers and schedules, formatting documents, managing deliverables, and uploading tenders via client portals.
• Liaising with the People & Culture Team for CVs to create company profiles, updating trackers, managing calendars (including Working Winning Director calendar, and Work Winning Team holiday calendar), and ensuring accurate sharing of folders and documents as required.
• Maintain and distribute the updated new project list across the business.
• Receive and sign for deliveries, managing distribution of incoming and outgoing post efficiently. Professionally greet staff and visitors, directing them appropriately and offering refreshments when needed.
• Ensure that sign-in and sign-out procedures comply with Health & Safety requirements. Keep business certificates and posters updated on notice boards to maintain compliance and awareness.
• Manage meeting rooms while noting that individuals must book meetings via Outlook as per company policy.
• To act as a Deputy for any posts/duties for which you are competent and, ensure that a suitably competent person is appointed as your Deputy for any significant period of absence or unavailability.

This role is a permanent, PAYE position with a competative salary.