Administrative Assistant (Temporary)

":"

The final compensation offer will be determined by factors such as the candidate s skills, qualifications, experience, geographic location, and other relevant factors.

Our Mission:

We aim to be the leading provider of content management software and expertise, helping clients create, manage, publish, and deliver high-value content.

About Us:

Contiem, Inc. is a global Component Content Management System (CCMS) and expertise partner. We specialize in creating, managing, and delivering high-value content - technical documentation, eLearning, online help, visualizations, training materials, etc. We continuously challenge the status quo and empower organizations by delivering effective content solutions that help clients achieve their business objectives.

We are headquartered in Annapolis, Maryland, and have U.S. offices in North Carolina, and Wisconsin, with additional staff located around the country, including Contiem employees working full-time at some of our clients facilities. Outside the U.S., our offices are located in India, the United Kingdom, and Australia. We are a global company, serving organizations of all sizes, including many of the largest brands in the world. Our customers include leading brands in Publishing, Consumer Products, Healthcare, Technology, and Financial Services.

Position Summary:

Contiem Ltd. is seeking a temporary Administrative Assistant for a 6-9-month contract to assist the HR/Office Manager with accounts, basic HR, and general office administration duties. This role will involve serving as the front-of-house person and handling general administrative duties to support and ensure the smooth running of day-to-day operations. The company is preparing for an office relocation in early 2027 and requires assistance with planning and coordinating the move.

Essential Duties Responsibilities:

Front Office General:

• Welcome visitors, guests, and contractors, ensuring a professional reception experience.
• Manage incoming telephone calls, take and relay messages as required, handle post and couriers, and schedule general office appointments.
• Order office supplies and maintain stock control of stationery and consumables. Source and negotiate contracts for office supplies, furniture, equipment, refreshments, and any utilities.
• Organise and update records related to office and facilities management and any other documents; scan, file, and maintain electronic records and documentation.
• Support the HR/Office Manager in any external event planning and internal preparation activities like celebrations, meetings, including room setup, catering, etc.
• Obtain quotations from maintenance contractors and suppliers.
• Complete routine building inspections, including Health Safety and Fire Safety checks.
• Assist with booking flights, visas, hotel accommodation, and rental cars, as needed.

Accounting:

• Check the accuracy of employee expense claims.
• Code and log purchase invoices accurately.
• Input invoices into Sage accounting software.
• Assist with credit control activities, including monitoring outstanding payments and following up where necessary.
• Perform company credit card reconciliations, check receipts against statements, and follow up with employees to obtain missing documentation.

Other:

• Maintain holiday and absence records by logging annual leave and time-off requests, filing supporting documentation, and monitoring sickness trends.

• Support upcoming office relocation activities, including organising and clearing storage areas.

  • Provide overall general administrative support to ensure the smooth running of the office.
  • Maintain a plan for business continuity to deal with any adverse effects on our premises.
  • Other adhoc duties as assigned.

• Bachelors degree in a relevant field.

• Level 3 or above CIPD qualification or working towards one, or equivalent HR experience.

• Able to work in the office on a daily basis.

• Proven experience in office management and human resources management.

• Strong organisational and time-management skills.

• Excellent written and verbal communication abilities.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Attention to detail, problem-solving skills, and the ability to multitask.

Preferred Skills Qualifications:

• Ability to work independently and as a part of a team.
• Ability to self-motivate and to take the initiative to make positive contributions towards the success of the company.
• Someone who has experience in office moves.

Disclaimer: This job description has been sourced from a public domain and may have been modified by Naukri.com to improve clarity for our users. We encourage job seekers to verify all details directly with the employer via their official channels before applying.