Job Description
Admin / Personal Assistant (PA) to Managing Director
Location
Based at our offices
Reports To
Managing Director / General Manager
Role Overview
We are looking for a highly organised, proactive, and reliable Admin / PA professional to support the Managing Director and wider business operations.
This role combines traditional PA responsibilities — including inbox management, diary coordination, and executive support — with hands-on administration duties across purchasing, sales, design support, and general office operations.
The successful candidate will be someone who enjoys organisation, thrives in a fast-paced environment, communicates professionally, and takes ownership of tasks to ensure the business runs smoothly.
Key Responsibilities
Personal Assistant Duties
Managing Director Support
- Managing the Managing Director’s inbox daily
- Prioritising emails and flagging urgent matters
- Drafting responses and handling routine correspondence
- Organising meetings, appointments, and reminders
- Assisting with travel arrangements and bookings where required
- Preparing documents, reports, and presentations
- Acting as a key point of contact for internal and external communications
- Maintaining confidentiality and professionalism at all times
Administrative Responsibilities
Purchasing & Procurement Support
- Managing purchasing inboxes and ensuring all communications are actioned
- Raising Purchase Orders accurately within company systems
- Matching supplier invoices against POs
- Querying discrepancies including pricing, VAT, CIS, or delivery issues
- Liaising with suppliers and subcontractors regarding outstanding queries
- Reconciling supplier statements
- Setting up new supplier accounts
- Saving and organising supplier documents and price lists
- Verifying deliveries before invoice processing
- Supporting Project Managers with PO and invoice approvals
Sales Administration
- Updating CRM systems such as Pipedrive
- Assisting with sales order processing
- Managing customer invoices
- Distributing leads and enquiries to the correct departments
- Organising and filing customer documentation
- Assisting with sales templates and presentation materials
Design & Document Support
- Assisting with layout preparation using Canva
- Creating mood boards and presentation documents
- Uploading and managing project information via systems such as Viewpoint
- Assisting with O&M manuals and document collation
- Updating templates and visual documents as required
General Office Administration
- Supporting onboarding administration for suppliers and subcontractors
- Updating company policies, certificates, and compliance documents
- Assisting with CHAS and Constructionline administration
- Producing SOPs, forms, and internal documentation
- Supporting finance administration tasks including account setup forms
- Assisting with staff training and process guidance where required
- General filing, organisation, and office support duties
Skills & Experience Required
Essential
- Previous experience in an Administration or PA role
- Strong organisational and time management skills
- Excellent written and verbal communication
- Ability to multitask and prioritise workload effectively
- Professional and confident manner
- Strong attention to detail
- Good Microsoft Office skills including Outlook, Excel, and Word
- Ability to work independently and use initiative
Desirable
- Experience using CRM or ERP systems
- Experience in construction, manufacturing, or fit-out sectors
- Experience using Canva or similar design software
- Knowledge of purchasing or invoice processing
- Familiarity with Access Dimensions, Pipedrive, or Viewpoint systems
Personal Attributes
We are looking for someone who is:
- Highly organised
- Trustworthy and discreet
- Positive and proactive
- Calm under pressure
- Detail-focused
- Team-oriented
- Willing to learn and support multiple departments
What We Offer
- Opportunity to work closely with senior management
- Varied and engaging role across multiple business areas
- Supportive working environment
- Career progression opportunities
- Involvement in exciting projects and company growth
Working Hours
Full-time position (hours to be agreed)
Application Process
Please submit your CV along with a short cover letter explaining your suitability for the role.
Pay: £24,000.00-£30,000.00 per year
Work Location: In person
