Accessability Links

Team Administrator/Secretary - 1 yr FTC

  • Location: London
  • Sector: Secretarial
  • Salary: £27000 - £30000 per annum
  • Job type: Contract/Interim/Temporary
  • Date posted: 27/07/2017
  • Job reference: MM - 4594

Immediate start - One year FTC role

Highly reputable and well established commodities/trading house based in the West End is looking for an experienced administrator with good organisational, administrative and communication skills to work in their shipping department. They are looking for a proactive individual who has the ability to prioritise and be a forward thinker, be methodical, reliable and trustworthy.

This is a very busy, demanding, diverse and interesting role.

The role would suit a Team Secretary/Administrator with good organisational, administrative and communication skills. The candidate must be able to work as part of a team and provide additional secretarial support when necessary. The ability to prioritise and be a forward thinker is a necessity. Computer skills are essential as is a good telephone manner and attention to detail. The candidate must also be methodical, reliable and trustworthy.

KEY RESPONSIBLITIES

  • Accurately enter and update in-house system in a timely fashion
  • Complete responsibility for outgoing mail, keeping through and accurate records of delivery and receipt details
  • Process invoices and fund allocation for payment/receipts
  • Maintain a strong document practice in: o logging new claims;
  • recording email confirmation receipt of incoming and outgoing claims;
  • chasing counterparties for receipt confirmation for outgoing claims if not received
  • Archive closed files and arrange for relocation and recall when needed
  • General organization of department filing cabinets
  • Monthly overview reporting for barge section
  • Arrange meetings and conferences
  • Make restaurant, hotel and taxi reservations
  • Liaise with Reception to ensure they are informed of all visitors to the office
  • Meet and greet visitors at all levels of seniority
  • Ensure that the telephone is answered promptly, with clear concise messages being taken and passed onto the relevant staff member
  • File important contracts and documents
  • Type letters/ general correspondence and reports as required
  • Maintain an accurate record of all holiday and absences

Skills and Experience required

  • Very good standard of education
  • Fast typing skills
  • Immaculately presented
  • Good verbal and written communication skills
  • Good organisational and administrative skills
  • Ability to work effectively under pressure and prioritise workload
  • Proficient on Word, Excel and PowerPoint
  • High attention to detail.
  • Ability to research, digest, analyse and present material clearly and concisely.

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