Internal Job Title: Admin Assistant - 9 months Fixed Term Contract Job Reference No: 3792 Job Purpose As an Administrative Assistant, your primary purpose is to support the procurement process for indirect materials, manage invoice entries, facilitate travel reservations, and perform travel accounting tasks. You will provide administrative support to the GM, ensuring efficient operation of their office and supporting their daily activities.
Job Context Operating within all departments, the Administrative Assistant collaborates closely with Sales, Finance, and other stakeholders to streamline indirect purchasing processes and support travel operations.
Job Dimensions Reports to: GM
Collaborates with all departments
Key Accountabilities Shopping support
- Assist in the acquisition of indirect materials, including supplier research, obtaining quotations, and processing purchase orders.
- Coordinate with suppliers to ensure timely delivery of goods and services.
- Manage the entry of invoices into the accounting system, verifying accuracy and ensuring proper coding.
- Liaise with suppliers and internal stakeholders to resolve discrepancies in invoices and payment issues.Travel reservations
- Organize employee travel reservations, including flights, accommodation, and transportation.Accounting assistance
- Provide general accounting support, such as data entry, filing, and document management.Calendar and meeting management
- Manage the schedule of the AP director by scheduling appointments, meetings, and travel.
- Coordinate meeting logistics, including room reservations and catering arrangements.Correspondence and communication
- Handle incoming calls, emails, and correspondence for the AP director, prioritizing and responding as appropriate.
- Draft and review documents, reports, and presentations as requested.Office supplies/cleaning management
- Maintain an inventory of office/cleaning supplies, ordering as needed and ensuring cost-effective management.
- Assist in organizing and maintaining office files, records, and databases.Document management
- Track and validate company documents such as municipal and state certificates and provide support to the commercial sector with registrations for bids.Qualifications, Experience & Skills - High school diploma or equivalent; additional education or certification in business administration or related field is a plus.
- Proven experience in administrative support roles, preferably in a purchasing or accounting environment.
- Familiarity with procurement processes, invoice processing, and travel coordination.
- Strong attention to detail and organizational skills.
- Proficiency in Microsoft Office suite (Word, Excel, Outlook) and accounting software (e.g., QuickBooks, SAP).
- Excellent communication and interpersonal skills.
- Ability to prioritize tasks and manage time effectively.
- Discretion and confidentiality in handling sensitive information.
- Proactive, committed, organized, and results-oriented.
About Us: Lucy Group Ltd is the parent company of all Lucy Group companies. Since its origins in Oxford, UK, over 200 years ago, the Group has grown and diversified. Today we employ in excess of 1,400 people worldwide, with operations in the UK, Saudi Arabia, UAE, India, South Africa, Brazil, Thailand, Malaysia, and East Africa.
Lucy Electric is a global business that provides medium voltage switching and protection solutions for electrical distribution systems. Our dedication to cultivating our service provision allows Lucy Electric to offer a complete solutions package to our customers, facilitating the delivery of electricity to homes and businesses worldwide.
Does this sound interesting? We would love to hear from you. Our application process is quick and easy. Apply today!
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