Administrative Assistant

Administrative Support – 6 Month Contract

Contract Duration: 6 Months

We are looking for a proactive and highly organized individual to support our client with administration support during an office move on a 6-month contract basis. This role will involve a range of administrative, legal document management, and coordination tasks to ensure smooth operations across various departments.

Key Responsibilities:

• Legal Document Management: Prepare and manage the signing of legal documents, including Signature Approval Forms, ensuring timely and accurate completion of signatories and witnesses.
• Billing Information and Requirements: Ensure suppliers are provided with correct billing details, obtain necessary purchase orders (POs), and coordinate billing requirements across businesses
• Invoice Verification & Processing: Track, verify, code, and process invoices through Medius and BusyLamp systems, ensuring accuracy and compliance with internal processes.
• Document Management: Maintain and archive soft and hard copy documents, track deeds in Sharepoint, conduct annual deed audits, and ensure proper filing within iManage.
• Request for Services Forms (RFS): Process, complete, and manage RFS forms, ensuring all forms are properly issued, approved, and filed.
• Funds Transfer Memos: Prepare and submit Funds Transfer memos with correct information and approval for payment processing through Medius.
• Anti-Bribery & Corruption Compliance: Manage the supplier ABC process, including completing new supplier ABC forms, issuing clauses, and ensuring returns of signed documents.
• Team Support & Scheduling: Arrange meetings, manage the Head of Group Property’s diary, schedule recurring meetings, and organize travel bookings. Provide weekly team diary updates.
• General Team Administration: Handle office post, coordinate meeting agendas, take meeting notes, and circulate actions post-meeting.
• File Archiving: Review and archive files in Square Deeds room by May 2025, and assess archived files in external storage.

Skills and Experience:

• Excellent organizational and time management skills.
• Attention to detail and ability to handle multiple tasks effectively.
• Strong communication and interpersonal skills.
• Proficient in Microsoft Office and document management systems (e.g., SharePoint, iManage).
• Ability to work independently and collaboratively as part of a team.
• Previous experience in administrative is highly desirable.

This is a great opportunity to contribute to an established and supportive team, gaining valuable experience in legal and administrative processes. With a 6-month contract, this role offers the flexibility to develop your skills in a dynamic and fast-paced environment.

If you are highly organized, proactive, and ready to contribute to a range of important tasks, we would love to hear from you!