Job Description

Finance

• Provide administrative support including filing, word processing, emailing and telephone duties
• Assists in the accounts receivable and payable process including raising sales invoices, remittance advice and purchase invoices via the companies SimPRO system
• Ensures all finance documents are raised in a timely manner to ensure jobs can be started promptly and payments are received in a timely manner

Administration

• Assisting the HR & Operations Director in the day to day running of the Office
• Helping the Project managers to prepare quotes and source information when required
• Source suppliers and sub-contractors where necessary, to provide materials and labour resources required to carry out the works
• Create and maintain a sub-contractor database
• Ensure constant communication with our clients before the need to be chased, ensuring the best customer service is achieved.
• Ensure excellent communication with management, clients, sub-contractors and suppliers at all times
• Constant communication with the Project Managers and Directors in order to understand job statuses
• Answer queries from clients, taking detailed messages when unable to help and passing on to the relevant person to help
• Ensure PQQs (pre-qualified questionnaires) and relevant insurances and certificates are obtained from new suppliers and are then kept up to date on the system
• Assist in managing Health and Safety and create method statements and RAMS efficiently as possible for all maintenance jobs
• Arranges meetings by scheduling appropriate meeting times in outlook calendars
• Manages a busy email inbox handling queries on behalf of the team
• Collects and checks post
• Manages reception area and looks after visitors
• Any other jobs the team require support with.

Required Knowledge, Skills, and Abilities

• Strong attention to detail
• Ability to work without supervision
• Excellent time management skills
• Exceptional communication and customer service skills
• Technical skills, including proficiency with Microsoft office programs
• Strong prioritisation and organisation skills
• Ability to handle confidential information strong record keeping skills
• Ability to multitask

Desirable Requirements:

• Knowledge of SimPRO is advantageous.
• Knowledge of Office to a good standard.