Office & Procurement AdministratorLocation: NG16 6NT
Salary: £33,000 – £35,000 per annum, depending on experience
Hours: 8:00am – 5:00pm, Monday to Friday, with a 30-minute lunch break
Job Type: Full-time, PermanentAbout HVL Solutions
HVL Solutions is a growing business providing specialist services to clients across the utilities and infrastructure sectors. We are looking for an organised, reliable and proactive Office & Procurement Administrator to join our team and provide essential administrative, procurement, finance, fleet and compliance support. This is a varied role that would suit someone who enjoys working across different areas of the business, is confident dealing with suppliers and colleagues, and has excellent attention to detail.The Role As our Office & Procurement Administrator, you will play an important role in keeping the day-to-day administration of the business running smoothly. Your responsibilities will include:
Office Administration
- Answering the main office telephone, taking accurate messages and ensuring they are passed to the relevant person promptly.
- Providing general administrative support across the business.
- Liaising with internal teams, suppliers and other external contacts as required.
- Assisting with the preparation, organisation and maintenance of company documentation.
Procurement & Purchase Ledger
- Raising and managing purchase orders for goods and services.
- Taking responsibility for day-to-day procurement and liaising with suppliers to obtain quotations, place orders and monitor deliveries.
- Setting up new supplier accounts and maintaining accurate supplier records.
- Receiving and processing supplier invoices.
- Matching supplier invoices against purchase orders and checking that invoices are accurate and correctly authorised.
- Entering purchase invoices into Xero and ensuring they are coded correctly.
- Reconciling supplier statements and resolving any discrepancies.
- Assisting with the preparation of supplier payments.
- Dealing with supplier queries relating to invoices, payments and orders.
Finance Support
- Supporting the Finance Director with general finance and administrative tasks as required.
- Processing and reconciling transactions within Xero.
Fleet Administration
- Adding and removing vehicles from the company fleet insurance policy.
- Managing vehicle registrations and compliance requirements with relevant authorities, including Transport for London (TfL) for Congestion Charge and other applicable road-user charging schemes.
- Dealing with penalty charge notices and maintaining accurate records.
Training & Compliance
- Booking and coordinating employee training courses, including liaising with training providers and arranging dates and attendees.
- Supporting the SHEQ Manager with documentation and administrative requirements for audits and compliance.
- Carrying out any other reasonable administrative duties to support the smooth running of the business.
About YouWe are looking for someone who is:
- Highly organised with excellent attention to detail.
- Confident communicating by telephone and email.
- Comfortable dealing with suppliers and external organisations.
- Able to manage multiple tasks and prioritise their workload effectively.
- Reliable, proactive and able to work independently.
- Confident using Microsoft Office and general computer systems.
- Experienced with Xero or similar accounting software is desirable.
- Previous experience in procurement, purchase ledger, purchasing and office administration is desirable.
- Able to maintain confidentiality and handle sensitive company information appropriately.
- A good team player who is willing to support colleagues across different areas of the business.
What We Offer
- £30,000 – £35,000 per annum, depending on experience.
- Monday to Friday, 8:00am – 5:00pm, with a 30-minute lunch break.
- A varied and interesting role within a growing business.
- The opportunity to take ownership of procurement and administrative processes.
- A supportive and friendly working environment.
- Opportunities to develop your skills and take on additional responsibilities as the business grows.
- 28 days annual leave per year, inclusive of bank holidays.
- Company pension scheme.
How to ApplyPlease send your CV and a covering letter to [email protected]
Pay: £33,000.00-£35,000.00 per year
Benefits:
Work Location: In person
