Job Description

To provide secretarial and administrative support to the Manchester Regional Directors and wider technical teams.

Main duties & responsibilities

• Support Regional Directors, Discipline Leaders and Project Managers in production of accurate Sales Invoices;
• Liaise with Regional Offices to obtain their invoicing projections and maintain central invoicing status;
• Client liaison – Provide solution-orientated feedback to both internal and external clients;
• Know the names of your teams’ client/contacts and pass on recorded information to other teams/departments who can assist with any queries or potential new work.
• Liaise with external companies to coordinate CPD arrangements
• Maintain and regularly update the Microsoft Outlook Calendar for the regional teams;
• Integrated Management System (IMS): Quality and Environmental Management systems: ensuring quality system is adhered to within your teams and that the appropriate files are up to date.
• Responsibility also for completing project QA forms with relevant staff.
• Organize transport/accommodation arrangements, as required and approved by Director/Regional Director, and provide travel itinerary;
• Liaise with Facilities Management on general office supplies and office equipment maintenance;
  • Monitor of appointment documents and liaison with legal department
• Assist with the completion of supplier questionnaires and liaise with the various departments (Accounts, H&S, Legal) as required
• Maintaining the software requirements within WIE and liaise with IT department
• Archiving of project folders
• Booking hire cars (Zenith)
• Hotel booking (Premier In)
• Courier bookings
• Compliance – Support the Operations Director in monitoring and reporting regional performance in several KPIs to ensure regional compliance (Design Validations, Project Sheets, 1-1 Appraisals).
• Maintain the required training records on the Agresso system in support of the project management requirements of your team.
• Co-ordinate and set up 1-1 sessions for all the cost Centre
• Typing/formatting of general correspondence, for example letters, memos and meeting notes – distribute, dispatch and file, as appropriate.
• Reports and plans: formatting, photocopying, collating and binding of reports in line with IMS requirements, quality checks and presentation procedures.
• Maintain project files, filing and other related documentation, both electronic and hard copy, in line with IMS procedures, as detailed on the Waterman Intranet.
• Meetings, – ensure project files are up to date and provide meeting notes.
• Ensure location plans/addresses are provided for external meetings.
• Facilitate meetings with clients at our offices – pre-book meeting rooms, notify Facilities Management and order/provide lunch/refreshments (where appropriate) and provide a meet and greet service on arrival.
• You must ensure that the meeting room is cleared once the meeting has finished.
• Provide induction and off boarding to new starters and leavers in line with JSox and IMS procedures.

Required Knowledge, Skills, and Abilities