This post will provide administrative support to the Administration Manager, the admin team provide a complete support service for our organisation.
The ideal candidate will be a hard-working professional looking to develop their skills in a variety of office support tasks in a quick pace office environment. They must have excellent communication and organisational skills, work diligently under pressure and work effectively in a team environment . This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
Typically, the daily duties of the Office Administrator will include:
Ø Meet and greet visitors to the company in a professional manner.
Ø Answer incoming telephone calls, taking messages or transferring calls.
Ø Sort and distribute post and emails in a timely manner.
Ø Organise the Finance mailbox and ensure emails are in the appropriate folders
Ø Processing of purchase invoices and credit notes onto in-house system, 'Dynamics' in time for the month end closure
Ø Ensure that all invoiced items have been received and are assigned to correct job
codes
Ø Resolve all invoice queries, ensuring the invoice query folder is kept updated
Ø Checking Sub-Contractor invoices for accuracy and process in line with our scheduling system, amending any discrepancies
Ø Maintaining the Sub-Contractor matrix, ensuring all current Insurances, training certificates and T&C's are received and filed
Ø Supplier Statement reconciliation.
Ø Processing of employee mileage expenses onto system
Ø Setting up of new Vendors & Clients onto the system
Ø Issue Remittance advices to Suppliers
Ø Collate and reconcile Credit Card receipts weekly and assign receipts to correct job codes
Ø Monitor employee expenses and receipts within the company system
Ø Add current project numbers to expense system
Ø Assist with the booking of staff training courses and maintain the employee training matrix
Ø Filing & Archiving (electronic and paper).
Ø Support and cover for other administration team members while they are on annual leave
Ø Run company's errands to post office, key cutting etc
Ø Sign for goods received when required.
Ø General data entry and ad-hoc administration duties.
Ø Maintain trusting relationships with suppliers, customers and colleagues.