Project Assistant

Job title :   Projects Assistant

Reports to:  UK Projects Lead

Job Description

This role is office-based at our state of the art and spacious offices in Maresfield, East Sussex. It involves supporting the Projects Department to deliver high quality solutions to our customers in a timely fashion.
The core function is to assist with the administration of quotations and orders using the company database (TopVis), generate documentation packages for customers and preparing / following up offers.
It would be suited to someone who is an excellent organiser and administrator, with an eye for detail even with important contractual tasks,
You will communicate directly with colleagues and customers and be integral to the smooth operation of the department.
This position could be structured as an apprenticeship, including day release for a vocational education in engineering, designed to provide the skills and experience required for progression into a Project Engineer role in the future.

Duties

• Order entry
• Sending order confirmations and invoices.
• Acknowledging receipt of enquiries and communications to customers.
•  Liaising with our factory in Germany regarding orders and product information.
• Supporting Engineers preparing bids for customers.
• Follow up of offers and outstanding queries with field based staff and customers.
• Preparing documentation using MSOffice packages.
• Preparing documentation using Adobe Acrobat & Illustrator programmes.
• Working with customers to submit and progress approval documents.
• Generation of document dossiers using MSOffice software packages.
• Supporting Project Engineers to maintain accurate project records.
• Liaising with customers and field based staff by phone and email as required to support the preparation of offers and management of orders.
• Transferring information and co-ordinating projects with other departments.
• General office duties as required.

Key Requirements

• Well-motivated and able to work in a small friendly team.
• Able to prioritise and organise themselves on a day to day basis.
• Willingness and ability to learn and grow in the role as experience is gained.
• Good communication skills (using telephone, e-mail or letter) when communicating with colleagues internally or customers and colleagues remotely.
• Computer skills using MS Windows and standard Microsoft programs such as Word, Excel and Outlook. Intensive training on VEGA bespoke software will be provided.
• Knowledge or willingness to be trained in Adobe programmes such as Adobe Acrobat & Illustrator and any other programmes required in the execution of the role .
• Self motivated and be able to work un-supervised when Management is away from the office.

Quality

To be able to work within the requirements of BS EN ISO 9001:2015.

VEGA offer a range of benefits, including flexi-time, sickness pay, health cover and pension contribution. This is a full time (35 hours per week) role. Competitive salary commensurate with skill levels.