Administrative Personal Assistant Jobs in Horndean, England, United Kingdom at South Downs Tree Services Ltd

Title: Administrative Personal Assistant

Company: South Downs Tree Services Ltd

Location: Horndean, England, United Kingdom

Company Description

South Downs Tree Services Ltd is an industry leader in arboriculture and vegetation management. Our focus is providing commercial clients with quick and efficient handling of work specifications, from enquiry to delivery of work. With a compliance-based work environment, well-trained operatives, and up-to-date industry kit, we are equipped to handle any problems our clients present to us. We are located in Horndean and offer some flexibility for remote work.

Bring your dog to work!

Role Description

The Administrative Personal Assistant will provide support to the company director and other senior team members. This is a full-time, hybrid role located in Horndean with flexibility for some remote work. Day-to-day tasks include managing schedules, coordinating meetings and travel, preparing reports and presentations, handling confidential information, and assisting with other administrative tasks as needed. The Administrative Personal Assistant will serve as a point of contact for internal and external stakeholders.

You will also be our first point of contact for clients, answering phone calls, emails etc.


Personal Assistance, Executive Administrative Assistance, and Administrative Assistance skills

High level of proficiency with Microsoft Office Suite

Ability to prioritize tasks and meet deadlines

Excellent organizational, interpersonal, and communication skills

Strong attention to detail and ability to handle confidential information

Experience in project management and event planning

Duties Include:

Incoming / Outgoing calls. Well spoken with an afinity for great customer communication.

Set up client meetings in diary. Be able to identify high profile clients and organise accordingly.

Send Quotations of work to clients, written in perfect english and grammar.

Chase outstanding quotations and follow up with clients.

Send invoices.

Organise the operational calendar.

Organise other staff routine and complete efficient run down of what is needed from them.

Chase outstanding payments and organise..

Respond to incoming emails/texts and answering queries as efficiently as possible.

Book in jobs for team with client.

Set up paperwork for jobs i.e Risk Assessments with associated paperwork.

Chase Purchase Orders.

Book vehicles into garage for MOT/Servicing/Repairs.

Complete PQQ’s (Pre-Qualification Questionnaires)

Check TPO status of work sites.

Check nearest Welfare facilities for Surveys and Site.

TPO and Conservation area applications to council.

Prep receipts/invoices/remittances for accountant.

Complete financials in CFFC (Cash Flow Forecaster).


Sort incoming post.

Vehicle Management, AKA booking MOT and Taxing Vehicles.

Manage Fuel cards.

Stationery orders.

Update Policies and procedures.

Create Toolbox talks.

Book Training.

Manage Staff Files.

Manage training matrix.

Pay wages/subcontractors.

Manage Holiday diary.

Complete new account forms.

Carry out payment run.

Onboard new starters.

Support accreditation/audit requirements.

Aid in the advancement of operational calendar.

Adhere to tasks in the operational calendar.

Aid in the arrangement of director and managers calendars.

Join weekly meetings between director and manager.

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