Reception & Administration

• Manage the reception area and provide a professional and welcoming first point of contact for visitors, clients, and suppliers.

• Answer, screen and direct telephone calls and general enquiries.

• Manage incoming and outgoing correspondence, emails, couriers and deliveries.

• Coordinate meeting rooms, appointments and general office requirements.

• Monitor office stationery and supplies, maintain appropriate stock levels, and coordinate replenishment and ordering as required.

• Provide day-to-day administrative support to management and project teams.

• Assist with preparation of letters, reports, presentations and other business documents.

Document Control & Project Data Management

• Maintain an accurate and organised document control system for company and project documentation.

• Receive, register, file, distribute and track project-related documents.

• Maintain electronic and physical filing systems in accordance with company procedures.

• Ensure documents are correctly named, numbered, filed and easily retrievable.

• Maintain document registers, trackers, project records and databases.

• Assist with the collection, entry and updating of project information and data.

• Maintain and regularly update the CRM system, ensuring client, contact, project and related information is accurate, complete and up to date.

• Monitor document submissions and follow up with relevant team members where information or documentation is outstanding.

• Ensure that the latest versions of documents are available and obsolete or superseded documents are appropriately archived.

• Maintain confidentiality and security of company, client and project information.

• Support project teams with document retrieval, reporting and general project administration.

Desired Candidate Profile

Requirements

• Previous experience in a receptionist, administrative, document control or project support role is preferred.

• Experience working with project documentation or data management would be an advantage.

• Fluent written and spoken English is essential.

• Strong working knowledge of Microsoft Office, particularly Word, Excel, Outlook, PowerPoint and Onedrive

• Good computer skills and confidence working with electronic filing systems and databases.

• Strong attention to detail and accuracy.

• Excellent organisational and time-management skills.

• Ability to manage multiple tasks and priorities.

• Professional telephone manner and interpersonal skills.

• Ability to communicate confidently with colleagues, clients, suppliers and other stakeholders.

• Ability to handle confidential information professionally and discreetly.

• Must be able to work independently while also supporting a wider team.

Key Competencies

• Attention to detail

• Organisation and record keeping

• Professional communication

• Data accuracy

• Document management

• Time management

• Confidentiality

• Teamwork

• Initiative and reliability

• Customer service orientation

• Pleasant personality