General Admin Tasks

• Pro-actively support the UK & Ireland construction team with day to day tasks
• Meeting organisation, including room bookings, issuing of invitations, preparation of materials, chasing of actions prior to the event
• Management of adhoc administrative requirements as directed e.g. set up of the stress risk assessment, organisation of large scale meetings, PPE, IT, assist with complex team travel.
• Arranging introductions, IT equipment, inductions and provide guidance on Admin issues to new recruits
• Arrange and create timed agendas, attend and take minutes at specific team and project meetings. Chase for action updates following the meetings to ensure that progress is made as agreed
• Provide cover for other administrators within the department, and the wider business as required. Maintain sufficient knowledge of others work and arrange timely handovers.
• Provide / send reminders for Reports and chase where necessary.
• Organise payment of team costs and exceptional items
• Keeping up to date and informed about relevant inhouse systems

Support with Construction Project administration

• Typing up of Minutes
• Service entry sheets & Goods Receipting of invoices and ensuring prompt processing of invoices for payment.
• Maintaining the electronic and hard copy filing which may be in several areas of the shared drive or other systems
• Organise activities such as liaison meetings, travel arrangements, sending out invites, arranging room hire for various internal and external meetings
• Maintaining spreadsheets and logs for projects to record costs to date and to reconcile costs to reports produced by the finance department.

Ad hoc tasks as directed by various people in the organization as issues arise. Such examples may include:

• Preparing responses to complaints received from residents
• Sense checking or proof reading documents
• Liaising with suppliers and accounts payable over invoice queries

REQUIREMENTS

• Experience as a team assistant
• Demonstrable experience of managing complex diaries and the ability to work in a fast-paced and sometimes unpredictable highly international environment
• Organisational talent and strong team player with a high degree of flexibility
• High demand for accuracy, timeliness, attention to detail, keeping people appraised of progress
• Confident in dealing with stakeholders from all hierarchical levels and countries
• Pronounced service-oriented mindset and willingness to take on responsibility and offer support as needed
• Exceptional communication skills with a high level of professionalism, confidentiality, discretion and diplomacy
• Passion to expand knowledge, develop skills and constantly learn new things
• Excellent knowledge of all MS Office products, MS Outlook and SAP
• Fluent in English

ersg are an equal opportunities employer; we are committed to promoting equality of opportunity for all job applicants. We do not discriminate against applicants on the basis of age, sex, race, disability, pregnancy, marital status, sexual orientation, gender reassignment or religious background; all decisions are based on merit.