Business Support Assistant

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 specializes in five lines of business: Supply Chain Optimization, Global Freight Forwarding, Global Contract Logistics, Distribution & Express, and European Road Network.

Role Summary

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. Within this role you will be responsible for the delivery of an effective and efficient administrative service to the business.

Key Responsibilities

• Assist in the day-to-day smooth running of the Procurement, Reception, and Facilities departments.
• Support the reception function, offering a very high standard of Customer Service both personally and via phone.
• Ensure adherence to the CAA, TAPA, and physical security regulations.
• Ensure compliance with Health & Safety policies and maintain housekeeping guidelines.
• Adhere to HMRC, GDP and IATA regulations.
• Log and create purchase order numbers for Warehouse provisions.
• Scan invoices and 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 (stationery, uniforms, warehouse goods).
• Organise and file all documentation in relevant folders, hanging files, etc., and create new files as 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 the Receptionist with servicing visitors by greeting, welcoming, directing and announcing them appropriately.
• Assist the Receptionist with ensuring guests/temps complete visitor book and temp book, as well as completing the H&S sheet and taking note of vehicles.
• Assist the Receptionist with issuing visitor/temp badges.
• Assist the Receptionist with answering the switchboard, screening and forwarding incoming phone calls.
• Assist the Receptionist with receiving/sorting/franking and sending the post/deliveries/couriers.
• Assist the 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.
• Organised, methodical and proactive.
• Innovation in line with best practice.
• Collaborative working as part of a team.
• Ability to plan and prioritise workloads.
• 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.

Seniority Level: Entry level

Employment Type: Full-time

Job Function: Distribution

Industries: Freight and Package Transportation