Administrative Assistant - Remote (travel required once per month)

About us

Imagine The Future Consulting Ltd (ITF) was started by Mark Sathyaseelan, established in 2007; is a fast growing, dynamic and developing commissioning engineering consultancy. The last 4 years have seen exponential growth and we are now looking at building on the experiences and success we have had. We still consider ourselves as a start-up and have a start-up philosophy currently.

We work in the Data Center industry and offer commissioning services to our clients across EMEA. These include programmatic commissioning design development to physical execution as the client commissioning agents (currently operating in at least 5 countries across EMEA). We often are involved with trouble shooting existing projects and we have a number of blue chip clients.

We have developed our own in house planning software for large construction projects which can be used for both Construction and Commissioning.

Overview

This role promises a dynamic work environment where excellence is both recognized and rewarded.

As the successful candidate, you will enjoy a supportive team culture that fosters professional growth. The firm is committed to investing in its employees, offering continuous learning opportunities and a clear path for advancement.

In this pivotal position, you will provide crucial administrative and ad-hoc support to the director and operations manager, including Support work for the rest of the business and team.

The ideal candidate will be highly organised, able to multi-task effectively, and will have a proactive approach to problem-solving. A background in administration within the financial, construction or similar services sector is highly desirable. The role requires excellent communication skills, both written and verbal, and the ability to manage confidential information with discretion.

The administrative assistant role is an excellent opportunity for individuals looking to gain experience in a supportive and administrative role contributing to the smooth running of a predominantly remote environment. The ideal candidate will assist the Operations Manager and Director in the day to day running of the company.

They will be responsible for expenses receipts, Booking Travel as required for the Director and wider team, managing administrative tasks, and completing regular ad-hoc duties as required. In order to be successful, this candidate should feel comfortable taking on / managing numerous tasks that require various skills and appropriately prioritising what needs to be completed based on the completion date of the deliverable.

Locations Required:

United Kingdom (monthly travel to Director’s location in London required).

Requirements, Experience and Qualifications

• 1-2 years experience working in an administrative assistant role or similar position required
• Must be a good communicator (emphasis on over communicating if required)
• Be able to use video conferencing on a regular basis to communicate with the Director, Operations Manager and other team members / clients.
• Ability to work collaboratively
• Use of laptop and general IT skills is a requirement
• Proficiency using Google workspace
• Proficiency using Microsoft Excel & Word

Benefits

• Salary fully negotiable depending upon experience.
• Mostly remote working (travel once per month to Directors’ location required to maintain filing system; potential for the occasional project site visits; may be required to travel to other locations on request).
• Pension contributions of basic gross salary
• 28 days annual leave each calendar year (includes Christmas, Bank Holidays etc)
• Training on key software where required
• Development opportunities to grow within the company
• Regular employee socials
• All expenses paid for when when travelling for work
• Potential to travel within EMEA if desirable (not essential)

Administrative Assistant Particular Scope

Please note, the roles & responsibilities listed below are not exhaustive and as such, additional duties which are related to this position in the Company, may be added to the list at the discretion of the Director and Operations Manager as deemed necessary:

• Supporting the Director and Operations Manager with the day to day running of the business
• Travel to Director location ideally on a monthly basis to file paperwork, letters, bills, etc.
• There will be a large emphasis on ad-hoc tasks and requirements as the company continues to grow - this may be at the request of the Director, Operations Manager, and senior team members.
• Monitor, track and distribute sensitive documentation and data.
• Provide support and assistance to senior colleagues and/or their clients on request.
• Book regular travel including flights, accommodation, car hire etc. for the Director and wider team as needed
• Make necessary arrangements with local operators for corporate discounts (hotels etc.)
• Assist colleagues and sub-consultants with finding suitable long-term accommodation as required
• Ensure all receipts for any purchases or bookings made by yourself are tracked accordingly and uploaded to our accounting software (Dext, Xero)
• Manage contractor expense receipts on a monthly basis with guidance from the Operations Manager. This will involve creation of multiple combined PDF documents using Adobe.
• Create monthly expense reports using Dext/Xero
• Assisting with sub-consultant weekly timesheet tracking (chasing as required)
• Quality Assurance (QA checks) on documentation we produce as a company, this may include proofreading and amending reports etc. as required as well as Lucid Charts
• Assist the Operations Manager with the onboarding of new hires (issuing NDAs, contracts, obtaining health insurance certificates, etc.)
• Create and maintain internal company CVs
• Create standard internal templates for use by the wider team

Documentation Administration (No experience required however advantageous if worked in a similar role)

• Manage and liaise with multiple stakeholders
• Complete documentation tracker and Co-ordinate documentation that is required post testing completion
• Upload Documentation to project platforms
• Actively follow up with stakeholders
• Attend key meetings
• Send Email reports
• Collate project reports