Business Support Assistant

Position requirements and constraints (working hours…)

37.5 hours per week - Monday to Friday

Working as part of the Administration Support team based in the LHR1 office, you will assist in the day‑to‑day smooth running of the following departments:
Procurement, Reception, and Facilities. Some ad‑hoc administrative tasks may also be required to support the Senior Management team. Within this role you will be responsible for the delivery of an effective and efficient administrative service to the business. You will have good attention to detail, be organised and methodical with a thorough approach to work. You must also have a desire to show initiative and be a good team player.

Whilst supporting the reception function you must also be able to offer a very high standard of customer service both personally and via phone.

To ensure adherence to the CAA, TAPA & physical security regulations always. Always ensuring compliance to Health & Safety policies. That housekeeping guidelines are maintained. That HMRC, GDP and IATA regulations are adhered to.

• Log and create purchase order numbers for warehouse provisions.
• Scan invoices to relevant parties to confirm items received and cost coding.
• Liaise with suppliers and sub‑contractors both via email and telephone.
• Assist in maintaining the maintenance log.
• Place orders for the business (i.e. stationary, uniforms, warehouse goods).
• Organise and file all documentation in relevant folders, hanging files, etc. Creating new files if required.
• Deal with email correspondence from various departments and UK‑wide Geodis branches.
• Create posters, signs, memos and letters for all departments.
• Complete hotel bookings for GEODIS FF UK, once authorisation received, and also for global Geodis colleagues.
• Order taxi bookings for internal colleagues and external visitors.
• Assist with booking meeting rooms via Microsoft Outlook.
• Arrange lunches for meetings as required.
• Assist Receptionist with servicing visitors by greeting, welcoming, directing and announcing them appropriately.
• Assist Receptionist with ensuring that all guests/temps complete the appropriate 'visitor book' and 'temp book', as well as completing the H&S sheet and taking note of their vehicles.
• Assist Receptionist with issuing visitor/temp badges.
• Assist Receptionist with answering the switchboard, screening and forwarding incoming phone calls.
• Assist Receptionist receiving/sorting/franking and sending the post/deliveries/couriers.
• Assist Receptionist with completing lunch time cover on reception desk.

• Fully PC‑literate – Microsoft Office:
  Word, Excel, Outlook, PowerPoint.

• Positive and proactive attitude at all times.
• Must be organised, methodical and proactive.
• Innovation in line with best practice.
• Able to work collaboratively as part of a team.
• Able to plan and prioritise workloads – essential.
• Able to build credible relationships with others.
• Excellent computer literacy.
• Excellent written and spoken English.
• Excellent communication skills.
• Deliver excellent customer service at all times.
• Good knowledge of phone system, franking machine, postal system and internal processes.
• Good knowledge of basic general admin tasks (binding, laminating, photocopying, scanning, faxing, filing).
• Ability to work in a fast‑paced environment with variable requests being made.
• Willingness to work flexible hours as the business requires.
• Willingness to assist departments with workloads as required.

100

Europe, United Kingdom, England, Hounslow

LHR

Junior (1 to 5 years of experience)

GEODIS is a leading global logistics provider acknowledged for its expertise across all aspects of the supply chain. As a growth partner to its clients, GEODIS specializes in five lines of business:
Supply Chain Optimization, Global Freight Forwarding, Global Contract Logistics, Distribution & Express, and European Road Network. With a global network spanning nearly 166 countries and more than 49,720 employees, GEODIS is ranked no. 6 in its sector across the world. In 2024, GEODIS generated €11.3 billion in revenue. GEODIS is a company owned by SNCF Group. This position is also open to anyone recognized as a disabled worker.