Office Administrator

7 months ago

Fleetwood, United Kingdom EcoDuct Ltd Full time

**EcoDuct Ltd - Job Description**

**Office Administrator (General & Sales)**

EcoDuct Ltd is engaged in the UK HVAC market (Heating, Ventilation and Cooling) and manufactures and distributes non-metallic, pre-insulated ductwork using innovative manufacturing techniques. The company has recently expanded into new manufacturing and office premises in Fleetwood.

The company has embarked on an ambitious five-year growth plan and is recruiting qualified professionals across a wide range of industry relevant skills.

We are looking for an experienced Office Administrator, with up-to-date HR expertise to take over all the administrative duties, both general and sales, office procedures and HR requirements. Your role is to create and maintain a pleasant and stable work environment, ensuring high levels of organizational effectiveness, communication and safety and ensuring that the staff have adequate support to work efficiently. Overall, the function makes a significant contribution to driving sustainable growth.

In summary, the Office Administrator will work closely with the three main board directors to ensure the smooth running of the company’s offices, the general and sales administration, the well-being of the staff and financial reporting.

**General Office Administration Responsibilities**:
Coordinate office activities and operations to secure efficiency and compliance with company policies.
- Manage agendas/travel arrangements/appointments etc. for senior management.
- Undertake and budgeting and bookkeeping procedures using Xero.
- Create and update records and databases with personnel, financial and other data as the Company’s Data Controller.
- Track stocks of office supplies and maintain adequate inventory.
- Submit timely reports and prepare presentations/proposals as assigned.

Schedule meetings and appointments.
- Maintain the office condition and arrange necessary repairs.
- Manage company insurance, including cover for assets, property, employee liability, product liability and third-party liability.
- HR functions, the critical requirement being a content, productive, motivated and stable workforce, include:

- Update and maintain office policies and records.
- Assist in the onboarding process for new employees.
- Update and maintain all personnel records.
- Deal sympathetically with staff concerns and issues.
- Dispute resolution and liaison with management.
- Coordinate with IT suppliers on all office equipment.
- Manage purchase and creditors’ records; ensure timely payments of all approved supplier invoices.
- Manage office G&A budget, ensure accurate and timely reporting.
- Provide general support to visitors.
- Liaise with facility management vendors, including cleaning, catering and security services.
- Plan in-house or off-site activities, like staff events, expos and conferences.

**Sales Administrator Responsibilities**:

- Receiving and processing customer orders, issuing order confirmations.
- Verifying orders, including customer credit worthiness, personal information and payment details.
- Maintaining and updating sales and customer records.
- Issuing sales invoices.
- Compiling monthly sales reports.
- Expediting orders through internal liaison.
- Directing feedback from customers to relevant departments.
- Ensuring prompt payment from customers through effective credit control.
- Investigate and take appropriate action on customer queries and complaints.
- Regular CRM database updates - customer details, sales values ad other key data

**Requirements and skills**
- Proven experience as an Office Administrator.
- Good knowledge of Xero accounting system.
- Provide monthly management accounts promptly at month end.
- Knowledge of Office Administrator responsibilities, systems and procedures.
- Proficiency in MS Office (MS Excel and MS Outlook, in particular).
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills and interpersonal abilities.
- Strong organizational and planning skills in a fast-paced environment.
- A creative mind with an ability to suggest improvements.
- High school or college diploma; additional qualification as an Administrator or Secretary will be a plus.
- Proven experience as an office administrator, office assistant or relevant role.
- Familiarity with office management procedures and basic accounting principles.
- Qualifications in secretarial studies will be an advantage.

**Job Types**: Full-time, Part-time

**Salary**: £11.00-£14.00 per hour

Expected hours: No less than 30 per week

**Benefits**:

- Company pension
- On-site parking
- Work from home

Schedule:

- Day shift
- Flexitime

**Education**:

- GCSE or equivalent (preferred)

Ability to Commute:

- Fleetwood (required)

Ability to Relocate:

- Fleetwood: Relocate before starting work (required)

Work Location: Hybrid remote in Fleetwood

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