Office Administrator

6 months ago

Skelmersdale, United Kingdom Livewire Technical Services Ltd Full time

To help maintain smooth running of the company office systems on a day-to-day basis by organising office operations and procedures. Ensure all financial transactions are processed accurately and on time onto Sage. Responsible for effective office administration, for a range of systems and procedure as determined by management, to support the smooth running of the office environment.

**Job Specific Responsibilities**

**Office Support**
- Answer and direct phone calls.
- Update and maintain office policies and procedures.
- Carry out general office administration including stationery orders and other office/refreshment/cleaning supplies.
- Maintain records to ensure all vehicles are serviced, have vehicle road tax renewed and are submitted for MOT tests on time. Arrange appointments for other vehicle repairs and maintenance as required.
- Maintain stock of PPE logging any supplies or equipment issued to employees.
- Maintain accurate personnel records for all employees, while observing strict confidentiality, including leaver processes, employee documentation, training records and employee qualifications. This will include passports, driving licences, certifications and qualifications including trade cards.
- Ensure that all relevant documentation is completed and kept up to date by all employees such as mobile phone, vehicle, uniform, employment contracts are signed.
- Maintain and update the employee training matrix and records. Arrange training as requested and as required when fixed period qualifications expire. Ensure up to date qualifications and certificates are held for all employees
- Coordinate and update ECS cards via the employment portal with relevant qualifications. Validate qualifications and photographs etc.
- Complete security clearance requests, obtaining copies employee personnel documents for submission

**Accounts**
- Use Sage to input invoices and credit notes received daily.
- Creating manual and electronic new quote/job folders, archiving as and when the job is complete or not proceeding.
- Ensure all job/project summary spreadsheets are updated with details of all expenditure relating to individual jobs.
- To assist in the preparation of daily/weekly/monthly reporting and the production of accurate financial reports as and when requested by management.

**Health and Safety**
- Ensure all building Health and Safety and compliance documentation is accurate and up to date, making sure all regular compliance checks are carried out and documented, such as weekly testing of emergency lights, fire alarm, fire evacuations, PAT testing, fixed wire testing, equipment calibration etc.
- Organising regular maintenance checks on building equipment, such as Roller Shutters, Air Con Units, Fire Extinguishers, security alarm system, fire alarm system. Maintain a PPM schedule for the building and ensure all test certificates are held in a central location.
- Maintain a log of company owned equipment used by engineers, ensure that all equipment is maintained and calibrated, and an up-to-date log is kept.
- Maintain a log of all ladders, step ladders and platforms ensuring that all are tested and checked as per the regulations. Ensure a record of ladders issued to engineers/sites is kept up to date.

**Qualifications and Experience**
- Strong organisational and multitasking abilities.
- Solid data entry skills with an ability to identify numerical errors.
- Excellent communication skills, both written and verbal.
- Eagerness to learn and contribute to the success of the team.
- Maths & English skills.
- An understanding of H & S.
- High level of discretion, honesty and integrity.
- The ability to collaborate with co-workers, clients, and suppliers.
- Ability to plan, organise and prioritise own workload to ensure deadlines are met. Flexibility to adapt to changing demands and priorities within team.

**Salary**: £12.00-£13.50 per hour

Expected hours: 40 per week

**Benefits**:

- Casual dress
- Employee discount
- Free parking
- Life insurance
- On-site parking
- Referral programme

Schedule:

- Monday to Friday

Work Location: In person

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