Scout Recruiting is now looking for an experienced administrator for a Business Support role. You will be responsible for providing administration support for the Team Manager and general support to ensure all the needs of the business are met, as well as providing additional support for the wider team as needed. A strong team player with a dynamic and positive attitude is required, along with an organised and methodical approach to support the smooth operation of the department.
This is a full-time permanent role, Monday to Friday, with an excellent salary along with non-salaried benefits.
Responsibilities:
1. Track and update the team schedule to ensure all team members and resources are monitored and coordinated to meet the needs of active contracts.
2. Travel coordination: flights, visa applications, visitor trips, restaurant, taxi, and hotel reservations to support the team.
3. Co-ordination of equipment.
4. Support the Manager, including scheduling of monthly meetings with the external sales team.
5. Participation in POC and monthly reviews to support the Managers.
6. Keep up to date with relevant active jobs and chase information when needed.
7. Ad hoc administrative tasks.
8. Complete required spreadsheets, including but not limited to: Travel Auth form, Travel Risk Assessment for high-risk countries, taxi log, and documents to be filed correctly in the Business support file.
9. Liaise and shadow Team Coordinator supporting as needed.
10. Work with the outside sales team members following up on submitted offers.
11. Track and monitor PPE and Equipment to ensure compliance and calibration is up to date for safety-critical equipment and PPE.
12. Track and monitor the usage of the department's truck, including driver register, MOT, servicing, and routine audits/inspection of the vehicle.
13. Ensure the team has submitted timely expenses and overseas allowance forms and submit to accounts.
14. Check all team expenses have been submitted by engineers in Concur with relevant job and quote numbers to ensure job POC/costs are current.
15. Scan expenses and save copies for invoicing purposes when required.
16. Follow up on outstanding invoices where required.
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