Business Support Assistant in Hounslow

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.

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. While supporting the reception function, you must also be able to offer a very high standard of Customer Service both personally and via phone.

Key Responsibilities:

• Ensure adherence to CAA, TAPA & physical security regulations.
• Ensure compliance with Health & Safety policies and maintain housekeeping guidelines.
• 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 (e.g., stationary, uniforms, warehouse goods).
• Organise and file all documentation in relevant folders, creating 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 and global Geodis colleagues once authorisation is received.
• 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 and temp books, 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 the 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 is essential.
• Able to build credible relationships with others.
• Excellent computer literacy.
• Must have excellent written and spoken English.
• Must have 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 (e.g., 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.

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