Administrative Assistant

At W H Stephens Ltd , we are looking for a full time Administrative Assistant to join our team in Belfast. The Administrative Assistant will be responsible for providing comprehensive administrative support to ensure efficient operation of the office. This role involves performing a variety of tasks related to organisation and communication, with a strong emphasis on document management duties. This is an exciting opportunity to be part of an expanding business.

This is a significant Front of House role which includes:

• Develop and maintain project documents using electronic document management systems.
• Ensure all documents are properly classified, indexed, stored, and responded to within specified period.
• Manage the filing, storage, and retrieval of both physical and electronic documents.
• Ensure the security, confidentiality, and integrity of documents.
• Coordinate with different team members to ensure documents are responded to in line with allocated time deadlines.
• Assist in the preparation and organisation of documents for meetings, presentations, and monthly client reports.
• Handle requests for information and data retrieval in a timely and accurate manner.

• Act as the point of contact for internal and external clients.
• Relationship management with 3rd party vendors.
• Greeting all guests visiting the office in a professional manner.
• Managing all incoming calls and ensuring that they are directed to the appropriate member of staff.
• Coordinate with other team members to ensure seamless office operations.
• Manage incoming and outgoing mail and packages.

• Ensuring the office is professionally presented and well maintained at all times.
• Providing administrative support, general typing and assisting management and Directors.
• Assisting with planning, organising and coordination of office meetings and events.
• Inventory management.
• Assist the management team with Health and Safety requirements
• Light catering duties when required.

Any other ad hoc duties commensurate to the role.

• A minimum of two years of working within professional services or hospitality in a client or customer facing role.
• 5 GCSEs (Grades A-C) including Maths and English Language
• OCR/RSA Stage II Word Processing or equivalent
• Confidence in using Microsoft Outlook, Excel, Word, MS Teams, etc. and a keenness to further develop skills in these programs.
• Always display a positive and enthused attitude and to be a brand ambassador for the business.
• Highly organised with the ability to multitask and prioritise tasks appropriately.
• Enthusiastic, friendly, well-presented with a professional demeanour.
• Excellent interpersonal and communication skills.
• Excellent attention to detail and accuracy.
• Flexible and adaptable to changing situations, showing leadership skills.

• Experience of Construction Industry
• Knowledge of ISO  and 9001
• Full UK Driving License.

Based in Belfast , we want you to join us for the next phase of your career.

In addition to your salary, pension, and performance-related award, we’ll provide you with a Private Health Insurance, including dental and optometry, and Life Assurance Cover.