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Office Manager

2 months ago

Longcross, United Kingdom ITS Construction Professionals Full time

About the Company:

My client work with the data, defence and energy sectors. They are a comprehensive design, construction and engineering provider, offering services spanning site acquisition, architecture, and refurbishment to client occupancy. In our world, there are no simple projects, only specialist needs and clever solutions.

They are a general contracting business, drawing on over forty years of specialised industry experience to provide excellent service, sustain long-term partnerships and achieve the highest quality outcome for key clients, whilst maintaining financial commitments.

BUILT AROUND PEOPLE

Built around you is their approach to business. It is their brand promise, not just to clients, but to their people. From the inside out, built around you is in their DNA.

The team is the cornerstone of the firm, and we take pride in nurturing their talents and fostering their professional growth.

My client proudly invests in all the people their success rests on. Building themselves around their people and their wellbeing, safety, and work/life balance – these vitally important values act as the standards against which they judge themselves.

About the Role:

To provide administrative support to ensure efficient operation of the office and support the on-going operations and growth of the business. Provide support for the Management team in a variety of tasks related to the site, organisation, and communication. The job scope includes communicating via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner. The role will embed administrative and document control excellence across the key discipline areas of Project Governance & Administration.

Responsibilities:

* Organize and schedule meetings and appointments for the Management team.

* Maintain customer and staff contact lists.

* Produce and distribute letters, memos, and emails. Preparing agendas, minutes, memos, letters, Visio drawings and other documents for review and distribution.

* Update and maintain the filling system.

* Maintaining a correspondence distribution matrix which shall provide the basis of the information flow within Sweet Projects and to external parties, and review cycle/management of comments.

* Calendar management, booking of internal and external meetings, ensuring the calendar always runs efficiently. Booking meeting rooms.

* Receiving and processing of invoices, expense forms and requests for payment.

* Verifying calculations working with the contract’s administrator.

* Maintain customer and staff contact lists.

* Update and maintain the filling system.

* Helping the document controller upload onto the CDE when required.

* Other ad hoc duties as required.

* Answer and direct phone calls.

Required Skills:

* Strong attention to detail

* Organised and methodical

* Accurate and analytical

* Excellent interpersonal skills – to deal with clients, consultants and external contacts.

* Ability to multitask and prioritize effectively.

* To work under pressure and to tight deadlines

* The ability to problem solves.

* Good organizational skills and ability to work to, and sometimes implement own processes.

* Have a can-do approach.

Pay range:

£30-35,000