Office Administrator
5 days ago
**Job purpose**
The purpose of this role is to provide a full professional administrative support function within the depot office, undertaking general office duties, contractual and operations administrative support, and any additional tasks to support the running of thedepot.
**Hours of work**
This is a full-time post, hours of work being 8:00am to 5pm with a 60 minute meal break, Monday to Friday. Due to the nature of the industry, the postholder is expected to operate a flexible approach to working hours, dedicating sufficient time to ensure alltasks are completed.
**Key tasks and responsibilities**
- Answering the telephone in a professional manner and direct incoming telephone calls appropriately.
- Preparation and collation of all office and works paperwork, including accurate electronic document filing.
- Enter work Opportunities and associated Quotations on the aCloud database.
- Assist the operations management team, monitoring the status of Opportunities and Quotations on aCloud, chasing up information and responses as necessary.
- Assisting with preparation of cost breakdowns for approval by the Regional and/or Depot Manager.
- Transfer accepted quotations to Focal Point as Jobs, and print Job Packs.
- Assist with the compilation/collation of pre-works administration documents.
- Processing invoices on the internal finance system and updating sales spreadsheets.
- Create and manage Purchase Orders as required for Sub-Contractors & Suppliers to support group services.
- Assist with chasing clients, clearing any queries re outstanding payments.
- Ensuring that all employees have submitted their timesheets.
- Ordering & collecting lunch for meetings held on site when required.
- Maintaining stationary stock for the division.
**Knowledge & Experience**
- Possess previous experience of a dynamic office environment, preferably working in a similar industry.
- Excellent verbal and written communication skills, able to tailor such skills to any group of people, and experience of dealing with diverse groups of individuals.
- Experience of managing administrative processes and be numerate and accurate with excellent attention to detail and a methodical approach.
- Proven ability to operate independently with minimum supervision.
**For further information please contact Kyle Raven in the Reed Exeter Office.
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