Admin Assistant

To provide administrative support to the relevant business unit(s), including sales tracking, scheduling trade visits, managing expenditure and collating feedback.

**Key Responsibilities and Deliverables**:
**Effective sales tracking**
- Draw relevant sales reports from relevant database as per requirements (e.g., by category, product, region, buying group, month to month sales, etc.)
- Collate information into one report and send to relevant party(ies) ** Co-ordination of trade visits**
- Schedule call cycles and trade visits and ensure there are no conflicting appointments (as required in role)
- Organise travel arrangements and accommodation for out-of-town travel ** Effective budget / expenditure management**
- Collate expense claims and personal business slips for everyone with a company credit card and submit to Finance for payment
- Use discretion in finding ways to save costs (e.g., in booking accommodation or venues)
- Process payments for vendors via SSA FM ** Effective diary management and office administration (including ad hoc events management)**
- Use discretion to resolve issues or escalate/channel when necessary
- Monitor / follow-up to ensure effective problem resolution
- Handle issues and complaints in a diplomatic, tactful and interpersonally sensitive manner
- Direct queries/requests to appropriate parties
- Liaise closely with internal and external clients to manage all scheduling of day-to-day appointments and tasks
- With a minimum of information, anticipate priorities and schedule accordingly
- Plan agendas and ensure they are effectively distributed
- Plan ahead in scheduling recurring events
- Demonstrate assertiveness when necessary when prioritising demands
- Take effective minutes and ensure 100% confidentiality
- Co-ordinate events/functions within budget ** Office Administration**
- Book boardrooms as required and ensure required tools are available
- Via correct reporting lines, ensure stationery and other housekeeping issues are efficiently resolved
- Update asset register (e.g., company cars, cell phones, etc.)
- Update client database, call cycles and internal staff information using relevant systems where appropriate
- Draw / collate reports as required
- Ensure files and all information are up-dated and easily accessible
- Ensure strict confidentiality of relevant information
- Perform general office administration as required in role (e.g., updating photos on share drive, uploading ID cards, performing ECR reference checks, etc.)
- Assist with HR-related tasks as requested by line manager ** Effective teamwork and self-management**
- Proactively develop own skills and knowledge and ensure appropriate skills and knowledge transfer (where appropriate)
- Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
- Follow through to ensure that personal quality and productivity standards are consistently and accurately maintained including meeting all deadlines.
- Ensure data integrity of all reports to client and management
- Plan and prioritise, demonstrating abilities to manage competing demands
- Demonstrate abilities to anticipate and manage change
- Demonstrate flexibility in balancing achievement of own objectives with abilities to understand and respond to organisational needs

**Key Competencies**

Organisational commitment

Teamwork & collaboration

Relationship building

Agility

Performance & results driven

Continuous growth & improvement

Resilience & stress management

Service excellence

Analysis & problem solving

Planning & prioritisation

Quality & detail excellence

Communication