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General Office Administrator

2 months ago

Aston End, United Kingdom Garrard Building and Construction Limited Full time

Job Title: General Office Administrator

Location: Stevenage

Salary: Competitive

Job Type: Permanent, Full Time

About us

Garrard Building and Construction Ltd was established in 1946 and has built a strong reputation for providing a professional, reliable and friendly service.

Based in Stevenage, Hertfordshire, we operate within an approximate 50 mile radius, covering areas of the South East, Midlands, Anglia and London.

We are focused on building long term relationships with our clients by adding real value to their own service offering and by providing excellent customer service.

Summary of Role

Working within an Admin Team, this Role has primary responsibility for processing the initial stages of Job instructions received by the Company. A high level of customer service skills are essential as it involves communicating with the Company's clients, customers, suppliers and various internal teams. This role also has involvement within the payroll team, particularly with the processing of employee timesheets. This role requires someone who is proactive and efficient, with the ability to prioritise their workload, whilst maintaining a professional and friendly manner.

Main Duties and Responsibilities

Contract Administration

Monitor and process e-mail within the Client mailboxes
Process new enquiries, including collation of information from Client and creation of database record, network folder and, if required, a hard file
Arrange survey visits with customers and clients
Monitor estimate submissions and approvals
Monitor schedule queries raised by clients and forward these to the applicable Estimator
Monitor and process schedule approvals, including updating the database record, adding relevant files to the network folder and completing various approval checks
Monitor and process cancellation instructions (schedules and jobs)
Proactively monitor Jobs that are on hold or awaiting further instruction
Ensure updates are carried out to the database systems for both Garrards and our clients
Ensure a clear and concise audit trail is recorded whenever 'handling' a job, including the use of Tasks to proactively monitor ongoing actions
Understand and strive to achieve our Clients' Service Level Agreements (SLA's)
Arrange parking permits, where requiredPayroll Administration

Ensure timely data entry and calculation of weekly timesheets in accordance with company policies and procedures
Monitor and review the submission of time sheets to ensure valid data transfer for each employee.
Process vehicle mileage using a tracking system.
Liaise with Managers, Accounts and HR with timesheet queries
Ensure full compliance is maintained according to the company's code of confidentiality and data protection and ensure this is adhered to at all timesGeneral Administration

Perform the first point of contact for anyone calling into our main telephone switchboard, involving trying to answer basic queries, transferring the call to the correct member of our team or taking messages
Provide other administrative support as may be required
To undertake any training the Company deems necessaryPerson Specification

Essential Skills

Proactive and positive approach
Organised and efficient
Good verbal comprehension and written communication skills
Contributes to a positive working environment
Strong service ethos
Commitment to service excellence
The ability to work under pressure and to deadlines
Ability to multi-task
Ability to work effectively within a busy Company and as part of a team
Strong attention to detail
Good IT skills (knowledge of Microsoft Office, especially Excel)
Analytical and numerical skills
Diplomatic but assertiveEssential Knowledge and Experience

Carrying out a customer service based role
Working with Microsoft applications
Working within a team environment
Dealing with a high volume of e-mail traffic
Working within insured building repairs
Working towards an NVQ Level 3 in Business & AdministrationEssential Personal Attributes

Team player
Calm under pressure
Able to work to deadlines
Thorough and conscientious
Quality conscious
Able to think quickly
Professional appearance
Pro-active/uses initiative
Tactful and diplomatic
Quality conscious
Honesty and integrity in dealings with staff and clients/customer
Flexible approach
Able to build rapport and develop professional relationships with staff, contractors and clients/customersCompany Benefits:

All full-time Employees (excluding Directors) - based in the UK have a standard entitlement of 20 days paid holiday per year (April 1st - March 31st). The 8 UK Bank and Public holidays are in addition to the standard holiday entitlement. There is a pension scheme following a qualifying period

Please click the APPLY button to submit your CV for this role

Candidates with the relevant experience or job title of; Office Administrator, Administrator, Office Administration Assistant, Administrative Assistant and Office Coordinator may also be considered for this role

The Company is committed to diversity and equality of opportunity for all