Administrative Assistant - Job Description Key Details Job Title Administrative Assistant Core Basic Hours: Monday Friday 9am 5.30pm Report to: Production Director Salary: To Be Arranged Location: Based at APT Innovations Ltd production facility 4 miles from Lisburn city centre, 5 miles from Moira and 11 miles from Belfast. Job Scope As an Administrator, you will play a key role in maintaining records, managing confidential data, performing administrative tasks, and providing reception cover, including managing calls. Key Responsibilities Administrative Duties with Office Management As part of growing the APT Innovation Ltd production team, this role will offer the opportunity to enjoy a varied role including responsibility for production, assembly, quality control, packaging & shipping processes. Also, we are looking for the right candidate to advance to team leader. Key responsibilities are summarised below. Provide front desk coverage by handling and distributing phone inquiries. Prepare customer pro-forma invoices and oversee that payments are made, before goods shipped. Enter sales and expenses receipts into Quickbooks accountancy system, in preparation for Book Keeper Compile and update monthly staff attendance records, recording holiday and sick days. Liaising with Accountants with same. Support general administrative tasks, including document preparation, filing, and organisation. Manage paper based products and DVD copying to accompany products. Assist in managing day-to-day correspondence Customers and Suppliers. Oversee Stock Taking system, create supplier orders and manage delivered goods. Organise outward shipping of products with selected couriers Offer additional administrative support as required to ensure the smooth running of operations. Flexible duties Undertake ad hoc duties to support the owners business and premises as required, for example, this may include keeping the office tidy. Health & Safety Promote and maintain safe working practices at all times. Responsibility for own health and safety, adhering to company health and safety policies and practices at all times. Report any equipment issues in a timely manner and take remedial action as appropriate and authorised. General: Carry out any other tasks that may be reasonably assigned, within competence and reason. To perform the job in accordance with the companys policies and procedures. This Job Description indicates only the main duties. It is not intended as an exhaustive list. You are expected to carry out such duties as are reasonably appropriate with your role within reason and competence. APT Innovation Ltd reserves the right to amend this Job Description. Essential Criteria We are looking for the right person to join our team, the ideal candidate will understand and enjoy the nuances of working within a small business with ambitious growth targets and see the potential in every opportunity. They will be motivated by providing an outstanding experience to every customer at each stage of their journey. Candidates should have the following characteristics: NVQ Level 3 (or equivalent) in Business Administration with at least 6 months of office experience, or 5 GCSEs including English and Maths at grade 'C' or above, with 2 years' experience. Or, 4 years' relevant experience if qualifications are not met. Strong understanding of MS Office, including Word, Excel and Outlook Strong verbal and written communication skills. Excellent administrative abilities, with a talent for organising and prioritising tasks effectively. Eagerness to participate in required training for ongoing professional development. Ability to handle sensitive information discreetly and maintain strict confidentiality. Capable of managing multiple tasks under pressure in a fast-paced environment. Self-motivation and high energy. Desirable Criteria The ideal candidate may also have: An understanding of accountancy systems, such as Intuit Quickbooks