Business Support Assistant M/F in Hounslow

Position requirements and constraints: 37.5 hours per week - Monday to Friday.

Responsibilities:

• Working as part of the Administration Support team based in the LHR1 office, you will assist in the day-to-day smooth running of the following departments: Procurement, Reception, and Facilities.
• Some ad-hoc administrative tasks may also be required to support the Senior Management team.
• 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 with 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 be able to offer a very high standard of customer service both personally and via phone.
• Ensure adherence to the CAA, TAPA & physical security regulations at all times.
• Ensure compliance with Health & Safety policies.
• Maintain housekeeping guidelines.
• Adhere to HMRC, GDP and IATA regulations.
• 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 both via email and telephone.
• Assist in maintaining the maintenance log.
• Place orders for the business (i.e. 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 is 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 the post/deliveries/couriers.
• Assist Receptionist with completing lunch time cover on reception desk.

Applicant's profile:

• 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 – essential.
• 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 being made.
• Willingness to work flexible hours as the business requires.
• Willingness to assist departments with workloads as required.

Working time: 100%

Position place: Europe, United Kingdom, England, Hounslow, Location LHR.

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.

This position is also open to anyone recognised as a disabled worker.