Personal Assistant / Administrative Assistant

About the Role

We are looking for a highly organised, proactive and dependable Personal Assistant / Administrative Assistant to join our air conditioning business based in Rochester.

This is a varied, hands-on position working closely with the Company Director while also providing administrative support across the wider business.

The successful candidate will become a trusted point of support for the Director, helping manage his day-to-day schedule, priorities, errands and administrative requirements. Alongside this, you will help keep the office organised and support the business with customer enquiries, paperwork, record keeping and general administration.

This would suit someone who enjoys variety, takes initiative and is comfortable switching between PA responsibilities and general business administration throughout the day.

Key Responsibilities PA Support to the Director

• Provide day-to-day personal and administrative support to the Company Director.
• Manage the Director's diary, appointments, meetings and reminders.
• Help prioritise tasks and ensure important actions and deadlines are followed up.
• Make telephone calls, send emails and coordinate appointments on the Director's behalf where required.
• Arrange travel, accommodation, meetings and other bookings when necessary.
• Complete local errands and ad hoc tasks for the Director as required.
• Prepare documents, correspondence and information ahead of meetings.
• Handle confidential and commercially sensitive information with discretion.
• Act as a reliable point of contact between the Director, employees, customers and suppliers.

Business & Office Administration

• Answer incoming telephone calls and emails professionally and direct enquiries appropriately.
• Assist with general customer enquiries and appointment administration.
• Maintain accurate customer, supplier and business records.
• Prepare and organise quotations, purchase orders, invoices and other business documentation as required.
• Assist with filing, scanning, data entry and maintaining electronic and paper records.
• Monitor office supplies and arrange orders when necessary.
• Assist with supplier communication and general purchasing administration.
• Support the preparation and organisation of paperwork and company documents.
• Ensure completed paperwork and documentation is recorded and filed correctly.
• Assist with chasing outstanding information, customer approvals or payments when required.
• Maintain an organised and professional office environment.
• Assist with spreadsheets, reports and general administrative tasks as required.
• Provide general administrative support to the wider team during busy periods.

As a growing business, the role may naturally develop over time, with the opportunity to take on additional administrative responsibilities.

About You

We are looking for someone who is:

• Highly organised with excellent attention to detail.
• Proactive and able to see what needs doing without always needing to be asked.
• Reliable, punctual and trustworthy.
• Confident communicating with customers, suppliers and colleagues.
• Comfortable working closely with a Company Director.
• Able to manage several priorities and changing requirements throughout the day.
• Professional and discreet when dealing with confidential information.
• Friendly and approachable, with a positive attitude.
• Comfortable working independently as well as part of a small team.
• Confident using computers and everyday office software, including email, Microsoft Word and Excel.
• Willing to undertake a mixture of office-based duties and occasional errands.

Previous experience as a PA, Personal Assistant, Executive Assistant, Office Administrator, Office Manager or Administrative Assistant would be beneficial.

Experience within air conditioning, HVAC, construction, engineering or another trade/service business would be an advantage, but is not essential for the right candidate.

A full UK driving licence would be advantageous due to the occasional errands and external tasks associated with the position.

Pay: £21,000.00 per year

Benefits:

• Free parking

Work Location: In person