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Administrative Assistant

Administrative Assistant

Job ID:  1513
Department:  Administration
Category:  Administration

Avonmouth, GB

Employment Type:  Fixed Term Contract

Company Overview

Clarksons is the world’s leading provider of integrated shipping and offshore services, bringing our connections and experience to an international client base. Our intelligence adds value by enabling clients to make more efficient and informed decisions. Our global reach, local knowledge and expertise is what makes us unique.
To understand more about day to day life at Clarksons, and what you can expect from us as an employer, visit us at www.clarksons.com


Division Overview
Clarksons Port Services provides the highest standards of support with 24/7 attendance to vessel owners, operators and charters at a wide range of strategically located ports in the UK and Egypt.
We provide vessel agency, project logistics, vessel chartering, freight forwarding, warehousing, crew travel and industrial supplies. Service is our watchword.


To learn more about Clarksons Port Services, please visit us at https://www.clarksons.com/services/support/clarksons-port-services/


Role Summary
We are hiring an Administration Assistant to join our Avonmouth office. This is a newly created role, and the ideal candidate will be an experienced administrator who is highly organised and efficient in undertaking a variety of administrative tasks to support our team and department.


What you will be doing
• Responsible for undertaking a variety of day-to-day administrative tasks.
• A key point of contact, answering calls and responding to enquiries.
• Opening and distribution of post.
• Maintaining and ordering of stationery and supplies.
• Maintaining strong working relationships with other relevant departments.
• Obtaining quotes/availability services/supplies for customer requests from suppliers and confirming orders, as well as issuing PO numbers under the guidance of the agency team.
• Processing sales orders and communicating with clients.
• Liaising with Purchase Ledger to ensure payment of invoices and for credit notes where needed.
• Attend and participate in team meetings.
• Undertaking sales administration tasks including maintaining office correspondence, and crafting routine electronic correspondence.
• Creating and delivering reports where needed and taking minutes where required during meetings.
• Couriering documents/other required items.
• Helping to maintain the customer and supplier database, ensuring it is accurate and up to date at all times.
• Organising travel and accommodation arrangements for and on behalf of the sales team.
• General office duties including filing, photocopying, scanning etc, • Additional / ad hoc duties as required in order to meet the needs of the business.


What we are looking for

Skills & Experience
• A strong administrator, with previous experience in an administrative role
• Highly organised and efficient working manner
• Strong communication skills, both written and verbal, able to liaise with people at all levels
• High attention to detail with a focus on accuracy
• Strong problem-solving skills, and able to use initiative.
• Self-motivated, able to multi-task and prioritise to meet deadlines
• Team player, who is also able to work well independently
• Able to work well under pressure in a fast-paced environment
• Flexible and proactive approach to work
• Good IT skills (MS Office – outlook, word, excel, powerpoint)