Business Support Assistant in Hounslow

37.5 hours per week – Monday to Friday. Working as part of the Administration Support team based in the LHR1 office, you will assist in the day‐to‐day smooth running of Procurement, Reception and Facilities. Some ad‐hoc administrative tasks may also be required to support the Senior Management team. Within this role you will be responsible for the delivery of an effective and efficient administrative service to the business.

You will have good attention to detail, be organised and methodical, and a thorough approach to work. You must also have a desire to show initiative and be a good team player. Whilst supporting the reception function you must also offer a very high standard of customer service, both personally and via phone.

• Ensure adherence to the CAA, TAPA & physical security regulations.
• Ensure compliance with Health & Safety policies; maintain housekeeping guidelines.
• Ensure HMRC, GDP and IATA regulations are adhered to.
• Log and create purchase order numbers for Warehouse provisions.
• Scan invoices to relevant parties to confirm items received and cost coding.
• Liaise with suppliers and sub‐contractors via email and telephone.
• Assist in maintaining the Maintenance log.
• Place orders for the business (stationary, uniforms, warehouse goods).
• Organise and file all documentation in relevant folders, hanging files etc.; create new files if required.
• Deal with email correspondence from various departments and UK‐wide Geodis branches.
• Create posters, signs, memos and letters for all departments.
• Complete hotel bookings for GEODIS FF UK, once authorisation received and also for global Geodis colleagues.
• Order taxi bookings for internal colleagues and external visitors.
• Assist with booking meeting rooms via Microsoft Outlook.
• Arrange lunches for meetings as required.
• Assist Receptionist with servicing visitors by greeting, welcoming, directing and announcing them appropriately.
• Assist Receptionist with ensuring that all guests/temps complete the appropriate 'visitor book' and 'temp book', as well as completing the H&S sheet and taking note of their vehicles.
• Assist Receptionist with issuing visitor/temp badges.
• Assist Receptionist with answering the switchboard, screening and forwarding incoming phone calls.
• Assist Receptionist with receiving, sorting, franking and sending post/deliveries/couriers.
• Assist Receptionist with completing lunch time cover on reception desk.

Essential technical experience: Fully PC literate – Microsoft Office (Word, Excel, Outlook, PowerPoint).

Required behavioural competencies:

• Positive and proactive attitude at all times.
• Must be organised, methodical and proactive.
• Innovation in line with best practice.
• Able to work collaboratively as part of a team.
• Able to plan and prioritise workloads.
• Able to build credible relationships with others.
• Excellent computer literacy.
• Excellent written and spoken English.
• Excellent communication skills.
• Deliver excellent customer service at all times.
• Good knowledge of phone system, franking machine, postal system and internal processes.
• Good knowledge of basic general admin tasks (binding, laminating, photocopying, scanning, faxing, filing).
• Ability to work in a fast‐paced environment with variable requests.
• Willingness to work flexible hours as the business requires.
• Willingness to assist departments with workloads as required.

Position place: Europe, United Kingdom, England, Hounslow

Years of experience in similar position: Junior (1 to 5 years of experience)

Legal entity: GEODIS is a leading global logistics provider acknowledged for its expertise across all aspects of the supply chain. As a growth partner to its clients, GEODIS specialises in five lines of business: Supply Chain Optimisation, Global Freight Forwarding, Global Contract Logistics, Distribution & Express, and European Road Network. With a global network spanning nearly 166 countries and more than 49,720 employees, GEODIS is ranked no. 6 in its sector worldwide. In 2024, GEODIS generated €11.3 billion in revenue. GEODIS is a company owned by SNCF Group. This position is also open to anyone recognised as a disabled worker.