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Careers Guide

Opportunity

Equitix: Operations Administration Assistant, Manchester

Monday, December 7, 2020

Manchester


Please note applications for this role are on a rolling basis, with no set closing date or start date. Equitix will be assessing applications as and when they come in, with flexibility on the start date. 


Overview

This is an exciting permanent opportunity to join a dynamic business that has experienced strong growth since inception in 2014, delivering a range of management services to investors in projects across the real estate (public accommodation projects), renewable (solar, wind and waste to energy) and major infrastructure (roads and street lighting) sectors.

The role

The primary focus of the role will be to provide a combination of day to day business administration and contract administration to the  Equitix Manchester, as detailed below.  The role will benefit from exposure to a variety of different work streams and differing relationships, to include the public sector partners, the investors, the lenders and the supply chain partners.

The role will also present the opportunity for the successful candidate to progress into a management role and to also obtain membership with a professional body, sponsored by EMS providing financial support and periodic release to complete any assignments.

Training and Development

EMS are committed to internal mobility encouraging career development within the business as well as supporting our staff with training and individual development. This would include studying towards professional qualifications relevant to the role as well as adhoc training courses including the development of IT skills and personal development.

Responsibilities 

Equitix Management Services has two a vacancies for an Administrative Assistant in each of its Manchester and Nottingham offices.  This is an exciting opportunity to join a dynamic business that has experienced strong growth since inception in 2014, delivering a range of management services to investors in projects across the real estate (public accommodation projects), renewable (solar, wind and waste to energy) and major infrastructure (roads and street lighting) sectors.

The primary focus of the role will be to provide a combination of day to day business administration and contract administration, as detailed below.  The role will benefit from exposure to a variety of different work streams and differing relationships, to include the public sector partners, the investors, the lenders and the supply chain partners.

The role will also present the opportunity for the successful candidate to progress into a management role and to also obtain membership with a professional body, sponsored by EMS providing financial support and periodic release to complete any assignments.

      

        Business Administration

-Arranging project meetings on behalf of colleagues.

-Collate papers and prepare packs to support project meetings.

-Record the minutes of project meetings.

-Managing correspondence, to include filing, updating correspondence logs, producing correspondence as guided by the project leads.

-Support the production and issue of correspondence.

-Work with the client’s insurance broker to ensure that the insurance arrangements anticipated by the contract documents are maintained.

-Provide support in ensuring that processes exist for the identification, creation and monitoring or any policies that the client is obligated to maintain.

-Manage information requests reasonably requested by the project parties.

-Provide support in ensuring that processes exist for receiving, logging and dealing with all notices concerning the project.

-Supporting colleagues with ad-hoc administrative requests.

-With appropriate training, acting as a SharePoint champion providing support to colleagues locally.

        Contract Administration

-Provide support in ensuring that processes exist for the production of a deliverables schedule and corresponding corporate calendar for key deliverables anticipated by the contract documents, to be used to monitor compliance with contractual obligations.

-Provide support in issuing design information to the client, record the comments received and circulate them to the supply chain partners for action.

-Track tasks and project actions, measure and report progress.

-Support the administrative function associated with contract claims, to include claims seeking compensation, extensions of time and relief from contractual obligations.

-Provide support in identifying, evaluating, tracking and managing project risks.

-Assist with managing change pursuant to the relevant contract provisions.

Assist in the preparation of information to be provided by the client pursuant to the contract documents.

Subject to capacity and business demands, the role may extend to supporting some corporate activities, as follows.

        Office Management

-Welcoming visitors to the office.

-Organising staff meetings to include in-house and external events, recording action points as required.

-Managing meeting room requirements.

-Managing and procuring key office supplies and equipment as required.

-Acting as central recipient for all incoming post to the office, recording and disseminating as appropriate.

-Managing outgoing post, ensuring that materials are available and that arrangements are in place for sending any outgoing post via Royal Mail or courier service.

-Maintaining conference calls logins and pins for staff members.

-Making sure the meeting rooms, reception/visitor seating and staff breakout areas are tidy and organised.

-Ensuring that kitchen consumables and catering supplies are maintained.

-Assisting senior managers with ad-hoc tasks including diary management, arranging travel, accommodation, submitting expenses.

-Liaising with the building manager regarding any access fob requirements.

-Maintaining details of office keyholders.

-Assisting the offices with archiving requests, whether it is dispatching files to archive or retrieving content for colleagues.

-Seeking line manager approval for office supplier invoices before they are sent to London for processing.

        HR Support

        Working with EMS HR to ensure that the following are administered in relation to the regional offices:

-Staff telephone list updates.

-Taking of staff photos.

-Staff organogram updates.

-Induction pack updates.

-New equipment requests.

-Maintaining the corporate Personal Protective Equipment register.

-Procuring business cards for employees.

        Corporate Management Systems

General support in connection it the company management systems and ISO certifications.

Who should apply?

You must have  5, 4/5-9 grades in core GCSE subjects and senior vocational or academic qualifications, i.e. BTEC or A-level.

Equitix are interested in someone who is confident and outgoing, with good communication skills. You must be:

-Professional and able to understand expected conduct and ethics.

-Confident and outgoing.

-Good communication skills.

-Logical thinker.

-Flexible, resilient, motivated and tenacious.

-High levels of attention to detail.

-Ability to work with people at all levels and from all backgrounds.

How should I apply?

To apply, please contact Laura Brown at lbrown@equitix.co.uk with a covering letter and CV. 

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