Portfolio Support Assistant
Manchester, England

Job Reference: MEX-GNAA-06861

Location: Manchester, England

Closing Date: 05/08/2019

Department: GE North America - Aviation

Division: Informa Markets

To work within the Portfolio Support team supporting the Routes & ASM businesses performing general office administrational tasks and assisting the Portfolio Support Manager to ensure the smooth and efficient running of the Manchester office.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES:

 

Office Administration

 

  • Answering switchboard telephone calls meeting and greeting visitors to the office and sourcing the respective employee whom they are visiting and providing refreshments.
  • Distributing the post to all within the office, Franking outgoing mail and managing and maintaining supplies for the franking machine, copiers etc. Ensuring that the post-room is kept tidy.
  • Making arrangements for the couriers and special deliveries as required by the business.
  • Assisting with ensuring general office maintenance to ensure a good working environment, dealing with all third parties relating to office maintenance including the building manager to ensure things are fixed / jobs are carried out when necessary in conjunction with the Portfolio Support Manager.
  • Ordering office supplies such as stationery and refreshments etc. ensuring that deliveries are stored away on arrival and are kept tidy.
  • Monitoring supplies of milk and fruit and liaising with suppliers
  • Booking meeting rooms and ordering catering for both on-site and off-site meetings when needed.
  • Ensuring the facilities within the office are kept tidy throughout the day including unloading utensils from the dishwasher (when necessary) each morning.
  • Using the company’s finance system (Oracle), to raise purchase orders for all central office costs ensuring all invoices are paid in a timely manner.
  • Assisting with the maintenance of annual calendars for the office to report back to HR.

 

Portfolio Support

  • Assisting the Host and Project Team with pre-event staff administration, including arranging orders of staff business cards and badges for events, collecting emergency contacts.
  • Assisting the Portfolio Support Manager with overseeing central office equipment, provisions and services, i.e. franking machine, photocopiers, cleaners etc.
  • Managing the off-site storage unit including keeping an up to date itinerary of contents and liaising with the Host & Project Management Team prior to events.
  • Managing the facilities budget tracker in conjunction with the Portfolio Support Manager ensuring all raised purchase orders are tracked.
  • Support the coordination of ASM training programmes both in the UK and overseas, in particular venue sourcing and logistics, management of the training course registration processes and completion of the finance tracker, pre-event communication with training delegates and uploading training materials to the resource centre.
  • Updating the ASM team with a weekly email of targets and training booking figures.
  • Supporting the travel team by booking trains and hotels for the Routes & ASM Teams during busy periods providing general administrational support to the travel team.
  • Coordinating travel and accommodation for any VIPs attending Routes events and providing general administrational support to the Brand Team in relation to attending VIPs.
  • Providing general support to the Host & Project Management Team prior to each Routes event and on-site support where necessary and appropriate.
  • General office administrational tasks assisting all areas of the business where necessary and appropriate, with a focus on Delegate Administration.

 

POSITION REQUIREMENTS:

 

  • A professional, flexible, proactive and enthusiastic approach to work
  • Able to work both in a team and alone, sometimes with a minimum amount of supervision.
  • Accurate, numerate and articulate with excellent attention to detail. 
  • Be able to communicate at all levels and form professional relationships with internal and external contacts, suppliers and customers.
  • Highly organised, efficient and adaptable
  • Professional telephone manner
  • Honest, reliable and trustworthy.

 

OTHER PREFERRED ATTRIBUTES:

 

  • Knowledge of Microsoft Office particularly Excel
  • Some experience with database tools
  • Some experience of travel booking is preferable but not essential

 

This job description sets out the duties of the position at the time that it was drawn up. Such duties may vary from time to time without changing the general character of the duties or level of responsibility entailed.

 

 

This position is now closed. We are no longer accepting applications for this position.

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