Cityspace Management Ltd
JOB TITLE: Administration Assistant
REPORTS TO: Commercial Director
HOURS: 24 hours per week part-time
SALARY RANGE £ (pro rata per annum) salary competitive
LOCATION: London Office
Company Purpose: To provide a design, construction, and relocation service to the commercial office sector
Job Purpose: The role of the administration assistant, supported by the Cityspace team, is to provide an administration service to the commercial director.The role focuses on, supporting the commercial director with cost estimates, procurement, ordering, and general office administration for a busy design and construction office. The role also involves assisting in the production of presentations for new business.
Cityspace is one of the UK’s leading specialists in office design; project management, fit out, refurbishment and furniture supply. It has been established for over 31 years and provides services across the entire office sector.
The administration assistant is part of the Cityspace team and will play an integral role in the growth and development of the Cityspace business. This is a development role for an individual who will have the opportunity to contribute to all aspects of the Cityspace business.
The job role is based in the London office. The post holder will be responsible for the day-to-day administration of estimates/orders for construction and furniture services, ensuring that information is obtained, stored, reviewed, and updated centrally.
The post holder will be required to.
Promote the Cityspace business
Work as a member of a team (attending team meetings as appropriate)
Report annual leave and sickness absence as per Cityspace policy
Maintain an online diary of work activity
Ensure that Cityspace strategic objectives are met
Act with honesty and integrity
Work with the Cityspace team (and other relevant contractors) to evaluate the service
Specific Role Duties
The role will require the knowledge and skills to:
Support the Commercial Director to deliver and evaluate the commercial service through.
Organizing site surveys to inform estimating processCoordinating sub-contractor site visits
Inputting costs in accordance with the commercial brief
Maintaining dialogue with the commercial director on the procurement and estimating process
Raising purchase orders as requested by the Commercial Director
Invoicing data for accounts
Updating the accuracy of subcontractor records
Provide support to produce client presentations
Assembly of O&M manuals as directed by Site managers
Keep abreast of current and future administration systems and processes and use that knowledge to inform cityspace quality initiatives
Work with team to embed the aims and objectives of Cityspace to potential clients
Contribute to meeting Cityspace marketing objectives
Ensure commercial administration systems and processes are fit for purpose
Management and Governance responsibilities
Support the commercial director in the development of all cost plans
Ensure all cost plans are appropriately filed centrally
Process contract variations for the Commercial Director for agreement
Ensure all contractor estimates are accurate (numerically and grammatically)
Working with the Commercial Director, develop knowledge and skills in the wider procurement process
Contribute to the development, implementation, and evaluation of the Cityspace strategic plan
Develop administration structures and processes to ensure the smooth running of the service
Work with the appropriate project manager to ensure that they have access to appropriate estimating information and resources to support the construction management process
Keep abreast of changes in the workplace that may impact on how the administration service is managed
Take individual and collective responsibility for professional and personal development of self and colleagues.
This job description although covering the main responsibilities of the post is not exhaustive and may be altered.
May be required to undertake occasional travel.
- General Admin
- Self Management
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