Job Description

Please see duties below and apply to find out more info on the company and the opportunity!

Office / Admin / Finance Duties

• Meet and greet any visitors to the company
• Ensuring visitors sign in and shown to meeting room
• Make refreshments for meetings as and when necessary
• Ensure Meeting Rooms are set up and ready for any visitors / meetings
• Taking and directing incoming calls
• Accept and check deliveries into the company - parcels to be left in porch (Covid)
• Ensure outgoing mail is posted each day
• Order supplies for the office, including stationery, Sainsbury's, PPE, Covid supplies, company stationery etc.
• Ongoing management of facilities for Chester and keep central records regarding other offices - Warrington, Manchester, Bromsgrove and London. Manage facilities for other offices when necessary due to lack of admin support.
• Maintain company car records and arrange service/MOT etc where necessary.
• Maintain CSCS records.
• Maintain fire extinguisher and alarm testing.
• Maintain PAT testing records.
• Create Q numbers and start job file (paper and electronic).
• When Q number converted to a T number, collate all project file and pass onto accounts.
• Create Purchase Orders
• Maintain insurance details from sub-contractors (PO system)
• Maintain company insurance details, arranging renewals with PB/EJ and sending out insurance docs to clients as necessary (PB authorisation first) and keep register up to date
• Maintain Warranty/Appointment Register and send out documents accordingly.
• Maintain LOR Register and send out documents accordingly.
• Create jobs in Coretime and manage accordingly.
• Keep log of holidays using new Ellis Whitham portal (needs migrating from Quantim first)
• Electronic filing and paper filing of any warranties / appointments that are returned.
• Compile Employee Handbook from template we have, and policies already created. Maintain document control in this regard.
• Assisting finance in processing purchase invoices and statement reconciliation - training will be provided
• Any ad-hoc duties required to assist Senior Management Team when necessary.
• Shadow Exec Assistant to learn PA processes and role (long term potential)

Required Knowledge, Skills, and Abilities