Position Summary
We are seeking a highly organized and proactive Experienced Office Administrator to serve as the central hub of our office operations. This role primarily supports the Projects Department, ensuring all site documentation and logistics are handled with precision. Additionally, you will provide critical support to our Accounts and Sales teams, managing general office functions to maintain a professional and efficient working environment.
Key ResponsibilitiesProject & Operations Support (Primary)
- Documentation Control: Maintain comprehensive project folders on OneDrive and Sage; scan and file quotes, RAMS, and insurance documents.
- Compliance & Training: Manage the company training matrix, ensuring all CSCS cards and health and safety certifications (SMAS, SafeContractor, Asbestos) are valid and renewed.
- Logistics & Hire: Manage the hire register for skips, containers, and specialized equipment; track scaffold tags and ensure timely client recharging.
- Site Support: Coordinate hotel bookings and travel logistics for site teams; update the OTIS portal and maintain the project diary.
- Labour Tracking: Assist in managing the labour calendar and processing weekly timesheets and employee expenses.
Accounts & Financial Support
- Financial Admin: Process and manage Purchase Orders (POs) within Sage and update the job register.
- Credit Control Assistance: Follow up on missing order numbers and assist the accounts team with monitoring aged debt.
- Invoicing Prep: Handle weekly invoice lists and ensure project sign-off documentation is complete and ready for the accounts department.
Sales & Marketing Administration
- Lead Coordination: Support the sales team by managing email marketing databases and assisting with initial client follow-ups.
- Social Media: Assist in updating company social media profiles and uploading project photos/blog posts to the website.
- Tender Support: Collate necessary company documentation for pre-qualification questionnaires (PQQs) and tender submissions.
General Office Management
- Facilities: Manage office supply levels, uniform stock, and general office maintenance.
- Communication: Act as the first point of contact for incoming calls, directing enquiries to the relevant department.
- System Maintenance: Ensure the "Job Register" and internal databases are kept current and accurate.
Experience & Skills
Required:
- Software Expertise: Advanced proficiency in MS Office (Excel/Word)
- Organizational Mastery: A proven ability to juggle competing priorities across different departments without losing attention to detail.
- Communication: Professional phone manner and strong written skills for client and subcontractor correspondence.
Preferred:
- Proven Experience: 3+ years in a senior administrative or office management role, ideally within the construction or engineering sectors.
- Familiarity with H&S compliance (RAMS, CSCS, SMAS).
- Experience using Sage (for POs and stock).
- Basic understanding of bookkeeping or accounting principles.
- Interest in or aptitude for technical drawing/CAD (a plus, but not essential).
What We Offer
- A stable, supportive role within a growing construction business.
- A diverse daily routine with exposure to all areas of the company.
- Competitive salary based on experience.
Pay: £26,400.00-£27,500.00 per year
Work Location: In person
