Office Assistant

Do you want to make a lasting difference for our customers and the environment? 

Start shaping industry from the inside.

Who are we

Trelleborg is a world leader in engineered polymer solutions for almost every industry in the world. And we are where we are because our talents brought us here.

At Trelleborg Marine & Infrastructure, we go beyond service, building lasting partnerships with engineers, contractors, and owners to deliver long-term solutions that make a real impact.

About the Job

NB: This is a part time position, 5 days a week (25 hours per week). 

Reporting to the Managing Director, the Office Assistant provides administrative and coordination support to ensure the smooth day-to-day running of the office and site.

Your role supports the Managing Director, the Site Leadership Team, employees, visitors and external service providers through general office administration, visitor and site coordination, absence administration, communication and event support and agreed site administration activities. 

About your responsibilities

Administrative support

• Provide routine administrative support to the Managing Director and the Site Leadership Team.
• Prepare correspondence, reports and other documentation as required.
• Develop and format presentations and supporting materials, using information and content provided and approved by the relevant manager or functional owner.
• Maintain organised physical and electronic filing systems and records.
• Support agreed site administration activities and business projects where administrative support is required.
• Maintain accurate administrative documentation and records in line with company requirements.

Office, visitor and site coordination

• Support the smooth day-to-day operation of the office environment.
• Organise visitors, customer visits and contractor access requirements.
• Support hospitality and practical arrangements for external visitors and larger site activities where required.
• Maintain office supplies, stationery and workplace resources.
• Act as the administrative point of contact for office- and site-related queries, and route requests to the appropriate functional owner.
• Liaise with Facilities, IT and external service providers on day-to-day administrative requirements.
• Provide administrative coordination support to external suppliers and service providers where required.

Site communications and event support

• Provide administrative and logistical support for business-related site events, team meetings, offsites, employee briefings, visitor arrangements and lunches.
• Coordinate the practical delivery and distribution of approved employee communications, including the company newsletter, site briefings and other employee engagement initiatives.
• Maintain employee noticeboards and communication displays using approved content provided by the relevant manager or functional owner.
• Support the preparation, formatting, distribution of approved internal communications and the practical coordination of employee engagement activities.

Absence, security and site administration

• Provide administrative support for absence processes: receiving and recording absence notifications, maintaining the relevant records and documentation, and routing the required information to the appropriate manager or HR contact.
• Maintain agreed employee, visitor and contractor access administration and related records.
• Support security administration, including access control records and visitor and security documentation.
• Support document retention, archiving, disposal, audit preparation and compliance record maintenance.
• Ensure compliance with GDPR and company procedures relating to confidential information and records.

Company car administrative support

• Provide general administrative support in relation to company cars, including maintaining agreed local records, coordinating documentation and directing queries to the appropriate functional owner.

What you bring

• GCSEs or equivalent as a minimum.
• Confident user of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Experience of maintaining accurate records and handling confidential information.
• Previous experience in an Office Assistant, Administrative Assistant, Receptionist, Customer Service or similar administrative support role.
• Experience of supporting office administration, visitors, site-based activities or external service providers.
• Experience of preparing and formatting presentations, reports and internal communications using information provided by others.
• Experience of supporting meetings, events or employee communication activities.
• Experience of working with internal functions and external service providers.

Competencies we value 

Organisation and delivery

• Strong organisational, planning and time management skills.
• Excellent attention to detail and accuracy.
• Ability to manage competing priorities.
• Ability to present information clearly and professionally in presentations, reports and other business materials.

Communication and collaboration

• Effective communication and interpersonal skills.
• Strong service orientation and collaborative working style.
• Ability to coordinate communications and activities effectively while working within clearly defined areas of responsibility.

Judgement and integrity

• Professional, discreet and trustworthy when handling confidential information.
• Ability to work independently within clearly defined responsibilities.
• Sound judgement in identifying when a matter must be escalated to the relevant manager or functional owner.
• Proactive, adaptable and solution-focused.

Our Offer and Benefits

• A responsible and results-oriented task in an internationally active industrial company
• We provide an encouraging environment offering growth within the company while investing in your training/education
• Family and congenial working atmosphere with modern equipment
• Very attractive competitive compensation package 
• Generous annual leave 
• Social and charity events participation

Application process

Are you the person we're looking for?

Apply now and become part of our team!

Don't delay, send us your application to explore a career at Trelleborg

Trelleborg is an Equal Opportunity Employer, and we take pride in the diversity of our employees, valuing the special experience and expertise that people from different backgrounds bring to our business. The ability to develop ground-breaking technologies is one of our key assets and our people make it happen. 

We provide an encouraging environment which offers growth within the company while investing in employee training/education. Our facility is a close and friendly community which allows you to brainstorm your ideas with other colleagues.

We encourage applications from people of all nationalities, religions, genders, sexual identities, different ages and people with disabilities.

At Trelleborg our people are #shapingindustryfromtheinside