Job Title
Office Administrator
Reports To
Office Manager / Managing Director
Job Purpose
To provide efficient administrative support to the business, ensuring the smooth running of office operations. The role involves managing correspondence, maintaining records, supporting sales and finance administration, producing CE certification packs, and assisting with customer and supplier communications.
Key Responsibilities
Administration & Office Support
- Draft, proofread, and send professional emails and correspondence.
- Answer and direct incoming telephone calls and deal with email enquiries in a professional and timely manner.
- Maintain accurate paper and electronic filing systems.
- Carry out general administrative duties to support the wider business.
- Maintain confidentiality of company, customer, and employee information.
Purchasing & Stock Control
- Order office, production, and consumable materials as required.
- Maintain stationery stock levels and ensure adequate supplies are available at all times.
- Liaise with suppliers regarding orders, deliveries, and shortages.
Quotations & Sales Administration
- Prepare and issue customer quotations accurately and within required timescales.
- Record staff hours and collate information to support the preparation of sales invoices.
- Assist in maintaining customer records and supporting sales administration processes.
CE Certification Documentation
- Collate and compile a wide range of technical and quality documentation to produce client CE Certification Packs.
- Ensure CE packs are accurate, complete, and issued in accordance with company procedures.
- Maintain records relating to certification and compliance documentation.
Finance & Supplier Administration
- Perform monthly supplier statement reconciliations.
- Assist in resolving supplier invoice and account discrepancies.
- Maintain accurate financial records and supporting documentation.
General Duties
- Support colleagues and management with administrative tasks as required.
- Ensure office systems and records are kept up to date and organised.
- Undertake any other duties within the general scope of the post.
Skills & Experience
Essential
- Previous experience in an administrative or office support role.
- Excellent written and verbal communication skills.
- Strong organisational skills and attention to detail.
- Proficient in Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to prioritise workload and meet deadlines.
- Accurate data entry and record-keeping skills.
- Ability to work independently and as part of a team.
Desirable
- Experience preparing quotations and supporting invoicing processes.
- Knowledge of CE certification documentation or quality management systems.
- Experience of supplier statement reconciliation.
- Experience within a manufacturing, engineering, or construction environment.
Personal Attributes
- Professional and courteous manner.
- Highly organised and methodical approach to work.
- Reliable and dependable.
- Strong problem-solving skills.
- Flexible and willing to assist across different areas of the business.
- Positive attitude with excellent attention to detail.
This job description is intended as a guide to the main duties and responsibilities of the role and may be amended to meet the changing needs of the business.
Pay: £12.71-£13.00 per hour
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Work Location: In person
