Job Description

Reporting initially to the Company Directors (you will have overall responsibility for completing all Administrative tasks on behalf of the company).

Main duties and responsibilities;

· Taking and directing calls that come through to the switchboard in a professional manner;

· Manage and action all correspondence (emails, letters, packages etc.) that are received by the company;

· Record all new sub-contractor Accreditations and chase if they are expiring using the Subcontractor Accreditation Database;

· Keep on-top of all company employee Accreditations via the PAYE Accreditations database and make sure they are in date;

· Organize training internally for employees e.g. IPAF cards, Asbestos Awareness using a number of online training providers;

· Collate all information and items for Health & Safety Boxes that are used on each individual site, conforming to all Health & Safety protocol;

· Regularly check First Aid kits for site, making sure they have all items needed in case of an accident or emergency;

· Update the Fleet vehicle database with information on MOT, Services and Tax for each vehicle;

· Liaise with the Contracts Manager to arrange MOT and Services for our Fleet Vehicles;

· Regularly check employee driving licenses on the DVLA website if they drive a company vehicle;

· Track stocks of office supplies and place orders when necessary;

· Support bookkeeping procedures on behalf of the Finance Department when needed;

· Create and update records and databases with personnel, financial and all other data;

· Use software packages such as Microsoft Word, Outlook and Excel in daily tasks;

· Write corporate letters and complete quotations on behalf of the company Directors;

· Photocopy and print a variety of documents, sometimes on behalf of the Directors;

· Organize and store paperwork and documents both manually and electronically on the internal system;

· Create and maintain filing and other office systems;

· Keep diaries and arrange appointments using Microsoft Outlook;

· Schedule and attend meetings and type up agendas, taking minutes when required;

· Liaise with staff in other departments and with external contacts;

· Work with invoices and receipts on behalf of the Accounts Department;

· Organize the maintenance of office equipment and company tools;

· Sort and distribute incoming post and organize and send outgoing post.

Benefits:

• On-site parking
• Sick pay

Schedule:

• Monday to Friday

COVID-19 considerations:
We have unlimited items of PPE available to each individual (Masks, sanitiser). We are only having office staff inside of the company Head Office and we have a temperature station in reception with a thermometer to use every time you enter the office.

Work remotely:

• No

Required Knowledge, Skills, and Abilities

· Proven experience as an Office Administrator, Office Assistant or similar role; · Outstanding communication and Interpersonal skills; · Excellent Organizational skills; · Familiarity with Office Management procedures and general Health & Safety principles; · A good knowledge of Microsoft Word, Outlook & Excel; · Qualifications – GCSE’s, A-Level or Higher education advantageous; · First rate listening, grammar, numeracy, comprehension, presentation and communication skills; · Be able to keep company informational confidential; · Have a professional manner and be punctual; · Following and executing company policies and objectives; · Being reasonable and dependable with fellow employees, sub-contractors and clients alike; · Have the ability to plan your own work and use your initiative to meet deadlines; · Show the ability to accept and understand instructions; · Have a pleasant, confident telephone manner; · Have a real Team working ability and integrate well within the company; · Always be reliable and honest. Experience: Administrative: 2 years (Required). Education: GCSE or equivalent (Required).