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Reed
,
London, Greater London
Team Secretary
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Job Type: Full-time |
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Salary: £26,000 per annum |
Overview
My client is an award-winning building services design consultancy. Due to continuing growth, an exciting opportunity has arisen.They're on the lookout for an experienced Team Secretary / Document Controller / Receptionist to join their friendly, fast paced and creative working environment. This individual will be responsible for providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures. The successful candidate will also ideally have experience within a similar role and experience using SAP would be an advantage as this will be used frequently within the position. The duties of the role will include but will not be limited to the following: Providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures. Input document data into standard registers ensuring that the information is accurate and up to date Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable Maintain the files and control logs as required by the project Organise, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure Maintain accurate registers. Ensure team compliance with project document control and project document numbering procedures Maintain and organise hard and soft copy filing of drawings, or other project related documents Scan documentation and liaise with external reprographics company Archive, retrieve and store documentation adhering to company standards and policies Check that all information complies with specified company formats, templates and standards Assist with quality checks and audits of document databases, identifying and correcting any anomalies Assist with the coordination of document management across the whole project including policies, protocols and practice To manage our client facing services on a daily basis and to perform a variety of administrative and clerical tasks, supporting the wider admin team. Provide an exceptional meet and greet service at all times, proactively welcoming visitors and clients Handle all incoming telephone calls/enquiries promptly giving a warm, courteous welcome and using the agreed salutation. Take messages and forward in a timely manner where appropriate Monitor and order all stationery stock, office, flat & kitchen consumables. Management and organisation of CPD Seminars and organisation of refreshments and catering as appropriate Book couriers and receive packages for distribution Deal with incoming email and post and scanning documents Administration of holiday entitlement for engineering staff Take delegated responsibility for making domestic and international travel arrangements, preparation of itineraries and insurance documentation for engineering staff Assist engineers with completion of expenses/timesheets/ Work Schedules If this opportunity sounds like the one for you, please apply now