Experienced Office Administrator/personal Assistant

2 months ago


Southampton, United Kingdom ARB Mechanical Engineering Ltd Full time

**About us**

We are a professional mechanical building services engineering company, providing heating and cooling, ventilation, air conditioning, water and gas services to Schools, Hospitals, Care Homes and other large commercial properties.

Our work environment includes:

- Modern office setting
- Friendly Team
- Kitchen area

**Responsibilities**:

- **Assisting 6 Project Managers with the following tasks**:_

**Operation and Maintenance Manuals (O&M’s)**:
Working with the Project Manager to ascertain the correct layout.

Attending online training to use specific O&M programs.

Producing the O&M.

Requesting the Project Manager to ‘red pen’ and make necessary adjustments/amendments.

Working with the Main Contractor to comply with any changes/additions required.

**Health & Safety Files (RAMS)**

(If we are the main contractor, use the Construction Phase Plan)

Print off/send RAMS to the Project Manager for completion.

Make necessary amendments.

Build Task Briefing Sheets and Risk Assessment Sheets.

Merge into one PDF.

If required, print and create a folder with a front cover and bind label.

Send to the Main Contractor

Working with the Main Contractor to comply with any changes/additions required.

Maintaining TBS & RA Excel spreadsheets.

**Drawings**

Downloading drawings and printing them.

Folding/rolling quantity of drawings required on site.

Updating drawing stick in the office.

**Material Orders**

Place orders for the guys on site and Project Managers

**Copper & Fixings Prices**

Obtaining quotations each month for copper prices.

Regularly obtaining quotations for fixings.

Updating the spreadsheet and distributing monthly.

**Plant Hire**

Obtaining quotations for plant hire and completing the Authorisation Form.

Obtaining Director approval for hire.

Raising order for plant hire.

Enter hire on the hire board.

Saving a digital copy of the signed authorisation form to the job file

Filing copy in Contract Directors hire file.

Send out weekly on-hire reports to Project Managers to check.

Communicate with hire companies to maintain our best price.

**Internal Plant Hire**

Move plant as required on the system.

Send out reports to confirm what plant is where.

**Price Comparison Spreadsheets**

Raising price comparison spreadsheets for project managers.

**Schedules**

Producing schedules as required.

**Adhoc**

Supporting the Directors and Project Managers where possible.
- **Other Duties include**:_

**Training**

Monitoring the Training Matrix and booking courses as necessary.

Issuing instructions to the fitters/project managers.

Chasing fitters for certificates.

Updating the Matrix.

Updating physical employee folders.

Updating electronic employee folders.

**PPE**

Maintaining stock levels of all PPE and employee clothing.

Ordering PPE and employee clothing.

**Timesheets**

Collate all timesheets from operatives on Monday morning (chasing via WhatsApp) and give to the Contracts Director

**CHAS**

Renewal CHAS each year.

Obtaining necessary paperwork/figures from the Contracts Director.
- **Qualifications**:_
- Proven experience as an office administrator or in a similar role
- Proficient in Microsoft Office Suite (Word, Excel)
- Strong organizational skills and attention to detail
- Excellent communication and phone etiquette
- Ability to multitask and prioritize tasks effectively

**Salary**: Up to £30,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

Supplemental pay types:

- Yearly bonus

**Experience**:

- Administrative: 10 years (required)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (required)

Work authorisation:

- United Kingdom (required)

Ability to Commute:

- Southampton (required)

Work Location: In person



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