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Administration Assistant

Please Note: The application deadline for this job has now passed.

Job Introduction

Sodexo Energy & Resources is looking for a skilled Administration Assistant to join our team at a client site in central London.

The successful candidate will be responsible for providing an efficent, effective and professional administration service to the Shell Real Estate management team. This is a key role supporting the client management team in addition to exposure to confidential information which will require considerable use of judgement, discretion, tact and diplomacy.

Role Responsibility

  • Coordination and administration.
  • Proof reading, editing, documentation review as required
  • Arrange and minute Real Estate FM Team Meetings
  • Attend and manage action log for weekly team alignment calls
  • Organize monthly and quarter business reviews and other governance meetings and take care of the follow-up activities (e.g distributes meeting minutes and presentation materials)
  • Manage site managers diary
  • Admin focal point for London Emergency Response team (quarterly team meetings; in-depth annual test plus ad-hoc incidents including some potential for out-of-hours support on a rota basis)
  • Maintain contractor IT asset list with input from service partners
  • Maintain RE mailing lists, requesting new and updating existing lists in line with changes and ensuring IT compliance
  • Make IT requests for new FM and contractor staff and off-boarding FM staff leaving
  • Support Communications & Events Coordinator with publication of communications, e.g. on plasma screens, in hubs, on My News tool
  • Manage the employee feedback mailbox, collate monthly nominations and maintain master spread sheet
  • Support in arranging business critical internal/external events
  • Managing administration activity on behalf of individual management team members
  • Plans and arranges complex travel itineraries, schedules and processes expenses
  • Other general tasks as required

The Ideal Candidate

  • Previous administration experience essential
  • Excellent knowledge of Microsoft Office applications (including Outlook, Word, Excel, PowerPoint)
  • Outstanding communication, interpersonal and team working skills
  • Excellent organizational skills
  • Have worked in an environment where confidentiality is important
  • Articulate and thorough, showing attention to detail
  • Ability to resilient and adaptable
  • Good standard of general education, an enthusiastic and confident nature
  • Ability to work both independently and as part of a team
  • Pro-active, demonstrating initiative and anticipates needs
  • To communicate effectively to encourage good working relationships internally and externally
  • Proven experience within a similar role, working with an extremely busy team and with very high standards
  • Constantly raises the standard and quality of work, bench marking against best practice
  • Demonstrates discretion and ability to deal with confidential issues

Package Description

Highly competitive salary + benefits.

We also offer Sodexo Discounts site promoting discounted mobile phone tariffs, savings across restaurant chains and days out, where you and your family can save money on everything from your weekly food shop to the latest cinema blockbuster and much more.

About the Company

Sodexo’s Energy & Resources team serves clients across specialist industries: oil & gas; mining and engineering; construction plus other energy sectors.

We have a dedicated team of 1,400 employees working at over 80 sites in the UK & Ireland region - often in isolated locations both on and offshore.

We deliver more than 100 services to clients, including design, construction and administration, light and technical maintenance, security, waste management, food services, sport and cultural activities, wellness and motivational programs and more.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their age, disability, gender, transgender, marital or family status, race or ethnicity, religious belief of sexual orientation are welcome to and included within our business.

All onshore and offshore operations are coordinated from our Energy & Resources segment headquarters in Aberdeen, Scotland.

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