Administrative Assistant

Clinical Outcomes Solutions; Folkestone; On-site; GBP 25,000 - 35,000; Full time

Job description

Title: Administrative Assistant

Department: Operations

Location: Folkstone, U.K. Office

Type: Full-Time (On-Site)

Position Overview:

Reporting to the Associate Director, the Administrative Assistant provides general administrative support to the U.K. employees and operations in the Folkstone office. The Admin Assistant helps the Associate Director improve COS’ operations and develops new processes to enhance productivity and efficiency.

Responsibilities:

• Manage day-to-day office operations in the UK.
• Schedule key meetings and manage conference room reservations.
• Liaison between building and facility management and the office.
• Manage replenishment of office supplies and maintain office appearance.
• Ensure equipment operation by completing preventative maintenance, calling for repairs, and maintaining equipment inventory.
• Replenish office supplies, perform inventory management (office and kitchen supplies), handle outgoing mail (regular, overnight/messenger requests/UPS, FedEx, etc.), coordinate vendors/deliveries.
• Manage incoming and outgoing post.
• Maintain U.K. inventory and software user list and provide updated information to I.T. Director.
• Maintain the IT inventory, including cleaning laptops, wiping data, and preparing PCs for the employees.
• Order and standardize all IT equipment.
• Maintain software licensing user list.
• Manage access to DocuSign accounts.
• Manage all travel and accommodation needs of U.K. employees and executives as needed; manage expense reports for travelers; prepare and distribute itineraries ahead of travel; reserve transportation as necessary.
• Prepare expense reports for employees.
• Organize receipts for all UK operational expenses for reconciliation.
• Maintain petty cash system, including recording petty cash expenses and reports.
• Scan and upload financial data, receipts, and reports to share drives.

Shared Responsibilities:

• UK On-Boarding
• Contracts & Procurement Support
• QuickBase and Project Support

Requirements:

• Bachelor’s degree in business or related field.
• Minimum of 2 years’ experience in similar operational roles.
• High comfort and functional level in working with integrated software applications.
• Proficiency in Excel, Word, Outlook, and Access.
• Familiarity with working in a global environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and a collaborative style.
• A demonstrated commitment to professional, ethical standards of honesty and integrity in a diverse workplace.

Candidates must submit a cover letter and resume to [e-mail].

Seniority Level:

Entry level

Employment Type:

Full-time

Job Function:

Administrative

Industries:

Research Services