Office and Contracts Administrator
Full-Time | Office-Based | Bridgend
An opportunity has arisen for a full-time Office and Contracts Administrator to join our busy team at our Bridgend office.
Gibson STS is a well-established, third-generation family-run Welsh company with over 60 years of experience in the heating, mechanical engineering and renewable energy sectors.
We work throughout Wales for a range of respected clients, including housing associations, the NHS, the WRU and local authorities.
We are looking for an organised, professional and dependable individual to help coordinate client contracts, engineers, scheduled works, invoicing, materials and company fleet administration.
Key Responsibilities
The successful candidate will be responsible for:
- Managing and coordinating jobs received from clients, ensuring all works are accurately logged on the company’s job management software
- Scheduling and monitoring jobs while liaising with engineers, clients and subcontractors to ensure appointments and deadlines are met
- Acting as a main point of contact for clients and providing a professional and efficient level of customer service
- Keeping clients informed of appointment details, progress, delays and completed works
- Raising purchase orders and ordering the parts and materials required for scheduled works
- Liaising with suppliers to confirm pricing, availability and delivery arrangements
- Processing invoices promptly and accurately, ensuring all completed works are billed correctly
- Checking engineer job sheets, photographs and supporting documentation before invoicing
- Maintaining accurate contract records and ensuring documentation is kept up to date
- Uploading completed documentation and information to client portals
- Producing contract reports and administrative information when required
- Resolving client, engineer and subcontractor queries efficiently
- Working closely with internal departments, suppliers and subcontractors to support the smooth delivery of services
- Ensuring administrative processes are completed accurately, efficiently and in accordance with company procedures
- Providing administrative support to the wider office team
- Assisting colleagues with operational and administrative duties as required
- Supporting the smooth day-to-day running of the Bridgend office
Fleet Administration
The role will also include responsibility for the day-to-day administration of the company vehicle fleet, including:
- Arranging vehicle servicing, MOTs, maintenance and repairs
- Monitoring vehicle compliance and ensuring important dates are recorded
- Maintaining accurate vehicle records and documentation
- Managing fuel cards and responding to fuel card queries
- Coordinating vehicle allocations between employees
- Liaising with garages, leasing companies and vehicle suppliers
- Monitoring vehicle defects and ensuring repairs are arranged promptly
- Supporting the administration of replacement vehicles and new vehicle deliveries
- Keeping managers informed of vehicle availability, maintenance and compliance issues
Skills and Experience
The successful candidate should have:
- Previous experience in an administrative, contracts coordination or office-based role
- Strong organisational and time-management skills
- Excellent attention to detail
- The ability to manage several jobs and priorities at the same time
- A professional, polite and courteous telephone manner
- Strong written and verbal communication skills
- Confidence when communicating with clients, engineers, suppliers and subcontractors
- The ability to work independently and as part of a team
- A flexible work ethic and positive attitude
- The ability to remain calm and organised in a busy office environment
- Good IT skills, including Microsoft Outlook, Word and Excel
- The ability to learn new software systems and online client portals
- A professional and presentable manner
Previous experience within heating, construction, maintenance, engineering, housing, fleet administration or a service-based business would be beneficial but is not essential, as training will be provided.
What We Offer
- A permanent, full-time position
- Competitive salary based on experience
- Enhanced training and development opportunities
- A supportive and friendly working environment
- The opportunity to join a respected, long-established family-run company
- Office-based working at our Bridgend office
- Company pension
- On-site parking
This is an excellent opportunity for an organised and motivated individual who enjoys working in a fast-paced environment and wants to become a valued member of an established and growing company.
Please apply with an up-to-date CV.
Job Type: Full-time
Pay: £26,000.00-£27,040.00 per year
Ability to commute/relocate:
- Bridgend, Bridgend: reliably commute or plan to relocate before starting work (preferred)
Work Location: In person
