Temporary Administrative Assistant I

January 7, 2019 | Kent (United Kingdom) | Kent Production

Scope:

To process AP Invoices onto the computerised AX System and deal with all queries arising. To provide an efficient telephonist and receptionist service ensuring at all times a courteous, helpful and efficient manner is portrayed to visitors or callers, reflecting the professional image of the company.

Responsibilities:

  • Processing purchase ledger invoices onto AX.
  • Deal with invoice queries in a timely manner to ensure payment to suppliers are made on time.
  • Weekly remittance advices and BACS to suppliers.
  • Checking of goods received notes.
  • Checking statements and requesting invoices as required
  • Sending statement to customers and chasing outstanding invoices.
  • To operate the company’s telephone switchboard in a courteous and efficient manner.
  • To be responsible for the receipt of all visitors in a courteous and professional manner and to ensure that visitors register is correctly completed.
  • Also upholding new safety procedures i.e. engineering visitors, staff safety training for those other than Sekisui Diagnostics employees.
  • To be responsible for the receiving, sorting and distribution of the internal and external daily post and the franking and dispatch of outgoing mail.
  • To be responsible for ensuring that all administrative equipment in reception area, such as fax machine etc., are in good working order and, after referral to the Administration Assistant lll, to call out such service engineers as necessary.
  • To be responsible for the dispatch and receipt of all faxes and their distribution in a timely fashion to the appropriate department or individual – at all times using the correct administrate documentation and adhering to Company Policy.
  • To be responsible for the daily completion and maintenance of the fire register and, in the event of a fire/fire drill, to take all necessary registers and equipment on exit and to assist with roll-call of all personnel. 
  • To be responsible for providing a back-up administrative service. 
  • To be responsible for ensuring that the Reception Area is at all times neat and tidy and that it reflects the professional image of the company.
  • To set up meetings rooms as directed by the Administration Assistant III and clear away following the meeting. 
  • To centrally hold and maintain the visitor and fire registers.
  • To process electronic EWR’s as and when required.
  • Opening and date stamping finance post.
  • To ensure that safe working methods and practices are adopted at all times and in accordance with company policy for both the safety of the post holder and others within the working environment. 
  • To be responsible for housekeeping, tidiness and general cleanliness of all areas in which the post holder is working.
  • To assist in the training of other staff as required.

Education / Experience:

  • Knowledge of switchboard system.
  • Basic knowledge of Microsoft Office packages including Word, Excel and Outlook.
  • Basic Accounts Payable/Accounting experience.

Skills / Pre-requisites:

  • Knowledge of switchboard system.
  • Basic knowledge of Microsoft Office packages including Word, Excel and Outlook.
  • Excellent communication skills.
  • Basic Accounts Payable/Accounting experience.

Thank you for your interest in this position. Only those Applicants selected for an interview will be contacted.

By selecting apply now you will be leaving the Sekisui Diagnostics web site.

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