Main Purpose of the Job
The Business Support/Administration Assistant will support our Office Manager and work alongside our existing Business Support Team to provide outstanding service to our clients and colleagues.
Working in a relaxed, professional and busy environment, this role involves welcoming our colleagues and visitors, ensuring that they are well cared for and our impeccable business standards are maintained. You will also assist with varied, general administration support to the office and cover shared reception duties.
Business Purpose, Vision and Core Values
Business Purpose:
Wainwrights strive to provide ‘Best in Class’ professional Consultancy Services, that enable our clients to achieve best market value and to have the confidence that their construction projects and building assets are managed properly and in a professional manner.
Business Vision:
To be the trusted partner of our valued clients, providing ‘Best in Class’ professional Building Surveying, Architecture, Quantity Surveying and Project Management services, in a reputable and sustainable manner.
Company Core Values:
On it!
Reputable
Genuine
Market Leading
Team Focused
ESG Committed
Company Website:
www.wainwrights.uk.com
Main Duties and Responsibilities of the Role
- Answering the office phones and transferring to desired contact.
- Answering the door and greeting visitors.
- Arrange and prepare refreshments/lunches for meetings.
- Responding to enquiries in person, telephone and email.
- Placing stationery orders and general office replenishments.
- Booking of travel and hotels.
- Assisting with hospitality gifts and events.
- Sourcing new Business Cards & ordering.
- Audio and Copy typing of leases, reports and other documents.
- Production of letters, minutes, reports, photo schedules, contract documents and other documents to a high standard.
- Ensure all correspondence and documents are accurate, grammatically correct, error free and comply with Wainwrights Brand Guidelines.
- Utilising SharePoint to manage and upload project information if required.
- Uploading project information, contacts and other information on our internal customer relationship management system (CMAPS).
- Maintaining and updating Asset List.
- Assisting in keeping the company website up to date, social media posts and drafting case studies and capability documents.
- Booking Continuing Professional Development (CPD) Sessions and maintaining the Training Plan. Collating Certificates following the session.
- Opening and managing new projects on the system.
- Attendance at internal departmental meetings and occasional note / minute taking.
- Collating and updating client workflow update spreadsheets.
- Assisting with internal ISO9001 audits.
- Review of ISO processes with all of the team and assisting with typing up & re-branding templates/policies and standard documents.
- Monthly Emergency Lighting Testing.
- Weekly Fire Alarm testing.
- Scheduling appointments and visits (with internal and external clients and consultants).
- Preparation of fee quotes (via email / CMAPS / Xero).
- Assisting the Finance department with monthly invoicing and pipeline management.
- Plus any other reasonable duties as required.
Competency Profile
Skills and Abilities
Essential
- Time management and organisation skills
- Copy typing skills (min 50wpm)
- MS Office, including Word, Outlook and basic Excel skills
Preferred
- Knowledge of ISO9001 Accreditation and/or experience of executing policies and procedures.
- Audio typing skills (min 50wpm)
Personal Attributes
- Must be able to fit in with the Wainwrights team.
- Sufficient level of professionalism.
- Positive and respectful to others.
- Confident with excellent communication skills.
- Willingness to learn new skills and contribute to a vibrant and thriving office.
- Professional, friendly and approachable.
- Proactive and self-motivated.
- Enjoy a varied workload with a ‘can do’ attitude.
- A positive team player who enjoys a collaborative team culture.
Knowledge and Education Achievements
Preferred
- Previous Commercial Property knowledge.
- ISO9001 Policies & Procedures.
Hours of Work:
Full time: 37.5 hours per week Monday to Friday 9am - 5.30pm (1 hour lunch break).
Salary:
Dependant on Experience
Annual Leave:
23 days, plus statutory holidays
Office closure over the Christmas & New Year period.
Location:
Office based role at Calder Park, Wakefield, WF4 3BA
Benefits:
Free staff parking
Exceptional life insurance cover
Annual discretionary bonus
Pension Scheme
Employee Assistance Programme
Voluntary Wellbeing Scheme
Applications:
If this sounds like the opportunity for you, please apply with a covering letter today!
Closing date for applications is midday on 31st July 2023.
(Please note that on occasions, posts may close earlier than the closing date due to a large number of applications being received.)