Office Assistant

Position: Permanent, full-time

Hours of work: 37.5 hours / week

Place of work: Ipswich office based

Probation period: 6 months

Salary: In line with the real Living Wage

Benefits package includes: Private health insurance, cycle to work scheme, mental health & wellbeing sessions, paid leave for birthdays and charity work, life assurance, training and development

About Axter

We are a team of creative, dedicated and ambitious professionals all working towards a collective vision: to improve the roofscape and transform the world above our heads. We are inspired by the extraordinary and always seek out more sustainable and innovative ways to waterproof better, making flat roofs that benefit our climate and communities.

We are driven by our passion for technical detail and design, offering a comprehensive service package and a system portfolio renowned for its quality.

We are a vibrant team who enjoy what we do. Our values: service, collaboration, respect and integrity are embedded into our approach, and we are committed to delivering excellence every time. We are also a fun and friendly team who enjoy a challenge. Does this sound like somewhere you'd like to work? Then we'd love to hear from you.

The Role

This is a support and administrative role based in the Axter head office fulfilling reception, administrative and office operational tasks to support the busy office-based team.

You would be one of the first points of contact within the company for visitors and phone enquiries, providing timely, efficient, professional, friendly, and proactive assistance aligned with the company’s vision, mission and values.

You will be required to work effectively within the business to ensure excellent standards of customer care and satisfaction at all times.

Key Responsibilities

• To achieve a consistently high level of customer satisfaction and enhance Axter’s reputation for excellent service, make sure all visitors to the office are treated with understanding and respect and that all phone calls and email enquiries to the office are answered quickly and professionally. Liaise with colleagues to ensure the required information is provided and enquirers’ needs are met in a timely manner.
• To ensure that the reception area reflects a welcoming and professional environment for visitors and colleagues.
• To ensure sufficient levels of refreshments and other office supplies are available in order to ensure everyone has access to items they need for the effective performance of their roles.
• To place orders for office supplies from local and sustainable sources, monitoring costs and deliveries.
• To administer the phone system and manage and maintain an effective staff and visitor signing in and out procedure for health & safety purposes.
• To manage and maintain an effective booking system for meeting rooms to avoid duplication of bookings and ensure that employees have access to a suitable meeting room when possible.
• To ensure that all areas of the office remain clean, tidy and well equipped for their purpose, taking remedial action as required to enable a functional and accommodating work environment for all.
• To be responsible for closing down and locking up the office.
• To collaborate with the Executive Assistants and other colleagues to enable effective planning of events. This includes meeting scheduling and organisation, hotel bookings, arranging Axter’s attendance at trade association and industry events, administrative tasks related to Axter’s work with its social responsibility partners, arranging CPD seminars.
• To build and maintain a thorough knowledge of general office equipment and administer office maintenance and service contracts, in order to help others and to resolve any equipment faults quickly.
• To be part of the sustainability working group discussions for the office covering sustainability initiatives.
• To develop and maintain professional and positive working relationships with Company colleagues, customers, and other stakeholders, where appropriate.
• To monitor business processes in own work area and suggest improvements to increase efficiency and customer service.
• To ensure all Data Protection / GDPR, environmental, Health & Safety and other Company policies and practices are adhered to, operating within the law at all times to protect the Company from risk.
• To display a positive attitude, supporting the Company’s reputation for excellence through high standards of personal behaviour. Assess own performance and effectiveness and undertake personal development activities.

Qualifications, Skills and Experience

• Experience in an office reception role, welcoming and looking after visitors, overseeing an office environment, preparing for meetings, channeling phone enquiries correctly; answering written enquiries.
• Experience in working as part of a wider team with good communication and collaboration skills.
• Experience of office administrative duties: organising meetings, taking notes, making bookings for events, ordering office supplies from local and sustainable sources.
• Basic Microsoft Office 365 Skills – Word, Excel, Outlook, Teams, SharePoint.
• Knowledge of GDPR and Health and Safety requirements in an office environment.

Ultimately, we are looking for someone who is motivated and can bring their vibrant personality to the job. If you think you’d be a good fit please complete the form below and send us your CV and a covering note stating why you'd like to work for Axter.

Take a look at our Careers page to learn about the industry leading package we offer.

We welcome job applications from all sections of the community and the criteria for selection are based solely upon the candidate’s ability to perform the tasks required. We appreciate the value that a diverse mix of skills, characteristics, ideas, experiences and backgrounds brings to our company, our work today and our vision for the future.

Privacy

Personal data collected during the recruitment process will only be used in accordance with our data protection policy for the purpose of processing the application or to fulfil legal or regulatory requirements where necessary. A copy of our Applicant Privacy Notice will be provided.