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Office Administrator

4 months ago

Breachwood Green Hertfordshire, United Kingdom 3Sixty Talent Management Full time

Job Title: Office Administrator

Location: Hitchin

About us:

Our Cleint is a leading structural steel and architectural metalwork fabrication company dedicated to delivering high-quality, innovative solutions to our clients. With a commitment to excellence, Our cleint have established a strong reputation in the industry for precision engineering, reliability, and customer satisfaction. We specialise in the design, fabrication, and installation of structural steel and architectural metalwork for a diverse range of projects.

Position Overview:

The Office Administrator at will oversee a broad spectrum of administrative and compliance functions critical to the smooth operation of the company and its sister companies. This role requires a proactive, organised individual with excellent communication skills and a keen eye for detail.

Key Responsibilities:

• Maintain and update the holiday and work event calendars for all staff, ensuring accurate scheduling and communication.

• Handle all aspects of insurance policies , including renewals and ensuring adequate coverage.

• Manage company vehicle insurance, including claims processing and policy updates.

• Coordinate servicing, MOT, and vehicle tax for all company cars, ensuring compliance with legal requirements.

• Maintain detailed records of vehicle maintenance schedules and associated costs.

• Ensure all company documentation and policies are current and compliant with industry standards and regulations.

• Maintain and update company policies, procedures, training matrices, toolbox talks, and templates.

• Obtain and renew yearly certifications and accreditations such as CHAS, SMAS, and Constructionline.

• Assist sister companies in maintaining BBA certification documentation.

• Prepare and organize documents for the annual UKCA Execution Class audits.

• Issue sales invoices to clients, ensuring accuracy and timely delivery.

• Manage credit control and chase outstanding payments to ensure timely revenue collection.

• Assist the accounts department with VAT returns and resolve any related queries.

• Generate detailed financial reports for the director, including sales invoice lists, monthly purchase expenditures, six-month finance reports, long-term finance agreements, and accounts payable ledgers.

• Answer incoming phone calls and redirect them to the appropriate colleagues.

• Handle all incoming and outgoing mail and parcels, ensuring timely distribution.

• Order and manage office stationery and supplies, ensuring stock levels are maintained.

• Maintain and update multiple account information for such as , BT, Constructionline, and Local Supply Chain and more .

• Manage the onboarding process for new staff, including contract generation and maintaining accurate employee records.

• Calculate and track employee annual leave, ensuring accurate leave balances for those joining or leaving partway through the year

Qualifications:

• Proven experience in an administrative role, preferably within the construction or manufacturing industry.

• Excellent organizational and multitasking abilities.

• Strong communication skills, both written and verbal.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Ability to work independently and as part of a team.

• Attention to detail and a high level of accuracy.

• Adaptable and able to manage multiple priorities.

• Problem-solving skills and the ability to handle complex administrative tasks.

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