Newport Industries is a privately owned leading global sourcer and distributor of chemicals.
Established 20 years ago, we have offices on 3 continents, and have enjoyed continual growth and success supplying hundreds of chemical products to a wide range of application industries including glass, adhesives, animal feed and pharmaceuticals.
Reports to: Managing Director
Working Location: Richmond
Salary Band: Circa £20,000 to £25,000 per annum depending on experience.
Pension scheme with employer contribution.
25 days holiday per annum plus public holidays
Working Hours: 37.5 hours per week, Monday to Friday 8.30am – 5pm.
Purpose of Role
The role involves providing full administrative support to the Managing Director and ensuring the smooth daily running of a small office including the Finance and Logistics departments. It is a reactive role that changes with the needs of the MD, the staff, the time of year, and the growth and direction of the company.
Key responsibilities of this role are;
PA Duties
• Diary management for the MD – booking meetings, lunches and dinners.
• Booking travel for the MD – Flights, airport parking, hotels, trains and car hire.
• Meetings – Arranging airport transfers, catering for business lunches, greeting guests, booking conference calls and meeting rooms.
• Providing secretarial support to other company directors and managers where required.
• Event management.
• Christmas – Arranging decorations for the office, Christmas cards and gifts for our clients and the company Christmas party.
• Conferences – Arranging our company attending and exhibiting at exhibition shows across Europe including the Annual Coating Show in Germany.
• Expenses – Handling expenses for the office including the credit card statements for all company card holders, foreign cash spending and petty cash.
Other Admin duties
• Human Resources – Managing the online holiday system for the company. Maintaining the personnel files. Assistance with recruitment. Liaising with the Human Resources company. Creating employee paperwork including contracts and correspondence. New employee inductions.
• Breakfast Mondays – Getting the breakfast for the office each Monday morning.
• Stationary and office supplies – Purchasing stationery and making sure the office is always fully stocked with all consumables. Arranging the monthly recycling collection.
• Dealing with the daily post and the franking machine.
• Answering the phones and directing enquiries. Taking messages and fielding calls.
• Answering the door, greeting guests, providing refreshments and dealing with incoming parcels and deliveries.
• Office maintenance – Liaising with the front desk for the building and the building management regarding facilities.
• Insurance – Responsible for the company travel insurance, car insurance and mobile phone insurance.
• Renewing contracts – Company mobile phones and the health insurance.
• Company cars – Arranging the lease cars for the Directors and Sales team.
• Health and Safety – Co-ordinating all elements of Fire Safety and First Aid. Maintaining fire extinguishers and first aid supplies. Managing Health and Safety compliance
• Managing IT and telecoms functions – Liaising with the IT and communications companies to order new hardware and to set up. Dealing with any issues or technical faults.
• Cost saving – Keeping costs low where possible. Negotiating for better rates and ensuring the office sticks to budgets for consumables. Dealing with invoices.
Personal Qualities
• Previous experience of working in administration environments is essential, ideally as a PA or Office Admin.
• A degree is desirable but not essential.
• Polite, professional and confident phone manner as the first point of contact for the company.
• Confidence to interact with CEOs and MDs.
• A highly organised individual who can manage several tasks at once and with a high attention to detail. Needs to be proactive and efficient.
• Must be able to work under pressure to ensure that deadlines are met.
• Event management experience desirable
• Must have good administration and time management skills to maintain workload and paperwork in an effective and controlled manner at all times.
• Discretion – To maintain sensitive company information.
• Good clear spoken and accurate written English skills.
• A high level of numeracy.
• High level of computer literacy with solid experience of using MS Word, Excel and Outlook.
• Flexible approach with the ability to think on your feet, resolve issues and prioritise responsibly to manage own workload.
• In easy commute of Richmond in London
Initially the role is to cover maternity for 12 months, but we expect the candidate to excel into other departments in either Finance or Logistics, where full training will be given, hence the permanent position.
Please apply with your cover letter and CV.