Office Administrator
Working pattern: 37 hours a week. Monday – Thursday 07:45 – 16:15 and Friday 07:45 – 12:45.
Salary: £27,000 – £30,000 per annum depending on experience
Closing date: 23 May 2025
Job description
The priorities of this role are to support the field service team, inspection and wider office administration. You’ll provide a high level of customer service by ensuring control and order is applied to all processes and that all interactions are pro-active and professional and that Quality and Safety are at the forefront of consideration.
Responsibilities
In the position of Office Administrator you will:
- Coordinate deployment requirements including communicating requirements with the customer
- Be the point of contact for Security for site visitors and arrange Visa/Security clearance for all sites
- Prepare, coordinate and file visitor security paperwork
- Assist the team with any on-site queries
- Manage invoicing to ensure the company is paid in the agreed timescales
- Manage sub-contractor purchase order requests
- Support control of equipment maintenance (calibration and replenishment) and ensure all records are updated in line with any change
- Own and monitor inventory issue and return logs
- Creation of packing lists and commercial invoicing requirements
- Organisation and management of team debrief meetings post-deployment
- Compiling job-packs and complete post-job costings
- Input of field service team overtime
- Providing support and cover for sales and enquiries phone lines
- Booking and organising training courses and internal hospitality
- Maintaining the skills and training register
- Arranging itineraries, organising medicals and coordinating car usage & mileage
- Promote a culture of continuous improvement
- Adhere to and comply with all Quality, Health, Safety and the Environmental regulations and policies
- Assist with ensuring company goals are achieved and exceeded including specific KPI’s
Experience/skills
- Level 2 in Maths & English (or equivalent)
- Familiar with using spreadsheets including use of basic formulas (Google would be advantageous)
- Excellent written / oral communication skills
- Attention to detail and organisation skills
Personal effectiveness
- Set clearly defined objectives
- Plans activities and projects and effectively manage changing circumstances
- Identify and organise resources needed to accomplish tasks
- Monitor performance against deadlines and milestones
Dependability & reliability
- Follows procedures and policies, keeping to schedules
- Be punctual for work and demonstrate a commitment to the company
- Comply with legal obligations and safety requirements
Collaborating
- Behaves with integrity and shows respect for the views and contributions of others
- Displays empathy, listens, supports and consults with others
- Builds and maintains collaboration and team spirit
- Easily establishes good relationships with colleagues and customers
Resilience & determination
- Adapts to changing circumstances, accepting new ideas and change initiatives
- Adapts interpersonal style to suit different people or situations
- Maintains a positive outlook, dealing with feedback in a constructive way