Administrative Assistant - Bristol, United Kingdom - RSM UK

RSM UK

Verified Company

Bristol, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Overall job purpose

To provide a high standard of administrative support working across the office and various service lines, playing an important role in assisting other admin team members in the day-to-day tasks involved in the smooth running of a busy office, liaising regularly with the line manager as required.

Responsibilities

General administration as required including, but not limited to:
Managing the administration of the meeting room booking system and ensuring that external meeting rooms are client ready at all times
Managing the booking of visitor car parking spaces
Performing front of house duties as required, greeting clients and visitors, preparing refreshments where appropriate and assisting with any client requirements such as photocopying, scanning etc
Performing regular stocktaking of office consumables ensuring that supplies are kept topped up
Playing a key role in supporting the Facilities Manager with all facilities matters pertaining to the office e.g. logging of faults and repairs, liaising with contractors and updating the Facility Manager on any repairs which need attention
Carrying out regular inspections of the office to ensure all facilities are working, noting any that are not and reporting accordingly
Managing the incoming/outgoing post requirements for the office

Support to Partners, Directors, Managers and wider team

Provide secretarial and administrative assistance including comprehensive support as required for individual projects to the Partners, Directors, Managers and wider team
Manage diaries and arrange meetings, ensuring that bookings are achievable in terms of workload and time constraints
Develop a keen awareness of business impact (risk, budget and reputation) and keep the Partners and OMP appraised of anything which could put the business at risk
Draft letters, format documents, minute meetings and respond to external invitations. Liaise with clients as appropriate
Preparing, amending and sending Letters of Engagement and disengagement
Monitoring client identification and keeping accurate records
Scanning the departments letters of engagements and money laundering documents and uploading them onto CEAP

Business Development Duties

Updating business development activity on MS Dynamics (client database), ensuring that all information is accurate
Arranging seminars, workshops, client events, managing and coordinating suppliers and all event logistics (venue, catering, travel)
Assisting in the preparation of tender documents ensuring adherence to guidelines on
RSM templates and branding
To act as an ambassador for RSM at client events, playing a key role in providing a meet and greet service to those attending whether internal or external

Practice Management System (PASO) - Billing

Billing and provisioning for partners and managers monthly, as required
Setting up contacts/engagement codes/updates to existing client addresses etc
Preparing WIP reports as required

Ad Hoc Tasks
General administration as required including, but not limited to:

Providing assistance cross office and cross regional support to other service lines as required
To assist other admin team members in the daytoday tasks involved in running an office
Acting as fire marshal performing duties as required

Minimum Qualifications

Essential

Experience working in a similar role
Excellent communications skills and strong team working ability
Demonstrate advanced technical skills in using MS Word, MS Excel, MS PowerPoint and related programs
Experience of assisting on BD matters and on the preparation of pitch and other marketing documents
Ability to remain discreet working with confidential matters
Ability to manage multiple tasks simultaneously, solve problems, manage and meet the deadlines and maintain a high quality of work
Possess flexibility and adaptability to manage changing work requirements and varying volumes of work

Desirable

Experience of supporting Senior Management and/or Partners
Forward looking thinker, who actively seeks opportunities and proposes solutions in a timely manner
Commitment to, and enthusiasm for, client service and delivery
Possess a personal presentation that reflects a professional image and the values of the organisation
Ability to work under pressure