Administrative Assistant

Company Overview

NEP Bow Tie is one of the UK’s leading companies specialising in managed service contracts, media delivery, archive, web-streaming, video on demand, content delivery, software development and broadcast information channels. Our business is diverse and service based, specialising in all aspects of broadcast and AV operations and installations. Our attention to detail, quality of our service and planning, and the standard of our staff contributes to a high level of repeat business. We are the current contract holders of the managed services contracts for the Welsh Parliament, the Vision, Sound and AV Operation and Maintenance of UK Parliament, the Broadcasting and AV Services contractor for the Greater London Authority and the UK Supreme Court in addition to a number of prestigious corporate bodies and Government Departments.

Overview of the role:

This is an exciting opportunity to join a successful growing business in a role that will support the senior team in the planning, organisation, and delivery of bespoke projects, in addition to our normal business activities. It suits a candidate who is ambitious to learn and grow their skills and experience.

The successful candidate will need to demonstrate: their ability to assimilate new technologies quickly; enjoy the challenge of supporting numerous projects and activities concurrently; have excellent communications skills and meticulous attention to detail; as well as fostering an inclusive team working approach.

This role is based in our central London head office and reports to the Director of Operations, although from time to time you will be required to travel to and work from other NEP Bow Tie operational sites where required in the delivery of the role.

The normal working pattern will be based on weekdays (Monday – Friday), but hours and days will be variable and subject to change depending on the requirements and location of the work. Should you work more than five days in one week then you will receive a day off in lieu.

The Administrative Assistant is a varied and rewarding role that ensures the efficient functioning of our office through a range of administrative, financial, and managerial tasks. The position will assist the administration and planning teams as an ambassador for the company with the objective of providing the most professional, pleasant, and helpful attitude to clients, partners, suppliers, and colleagues, working impartially, professionally, and confidentially at all times.

The Administrative Assistant will assist the Director of Operations and guarantee the smooth running of the office on a day-to-day basis, taking ownership of our HQ area, assisting with ordering and accountable for supporting supplier contracts and general office supplies and maintenance. The role will take an active client facing part in supporting the London Production Centre – studio and live transmission - to ensure the facilities and surrounding environment meets the needs of the people that work in it.

Responsibilities

Office Management

• Maintain office services operations records and procedures; controlling correspondence; filing systems; inputting and monitoring clerical functions.
• Complete operational requirements by scheduling duties with suppliers and colleagues; follow up on work results to ensure activities are delivered on time; be proactive.
• Help support facilities management, including the maintenance of technical areas, kitchens, bathrooms, meeting rooms and all communal areas, act as organiser and liaison for any office related requests.
• Raise supply requisitions; manage and liaise with suppliers to negotiate best prices and quality of all goods and services.
• Book and prepare meeting rooms for clients and visitors; organise lunches and functions; ensure visitors are made to feel welcome in a friendly and professional manner.
• Stationery and stock area management; conduct regular audits of supplies and maintain a cost effective budget.
• Coordinate post collections and deliveries; organise couriers and ensure goods are successfully shipped worldwide, as required, adhering to customs regulations, and maintaining appropriate documentation.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement, where necessary.
• Help design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Undertake administration and projects as required, providing professional and accurate delivery of requests.

Customer Service

• Be a representative of the company at all times; always responsive, friendly and professional.
• Manage any generic enquiries via phone and email. Handle those that are straightforward or requests for information and ensure others are escalated to the correct person in a timely manner and follow-up to check that responses are happening.

Skills / Qualifications

• Must have previous client facing experience in a corporate or business environment; excellent communication skills both written and verbal, with a confident, convivial, and personal manner.
• Exemplary time management skills and ability to work to very tight deadlines, excellent organisational and prioritisation skills.
• Self-disciplined and reliable.
• Common sense; logical thought processes; ability to work well under pressure.
• Flexible attitude: ability to use initiative; ability to forward plan and be resourceful (with time, budgets and tools).
• Prior experience of dealing with office or reception and building management issues.
• Experience of H&S standards is desirable; a willingness to learn is essential.
• Strong numerical skills; intermediate knowledge of Microsoft Office, including Word, Excel, Outlook and PowerPoint.
• Experience in using databases and in-house systems (desirable).
• Educated to A-level (or equivalent).