Office Administrator

7 months ago


Aylesford, United Kingdom H&MV Engineering Full time

Position: Office Administrator, Bristol Office

**H&MV Engineering is a market leading, trusted partner for Mission Critical facilities, Renewable Developers, Transmission and Distribution Utilities globally. Our ingenuity is developed and strengthened by 3 decades of experience delivering EPC projects across the world. We have active sites and offices across the EMEA region, where our local expert staff provide engineering solutions to our clients.**

Our strategy in the UK is to focus on the projects within renewables and data-centre markets which is a high growth area in the UK as well as delivering high margin ICP works. The UK business has grown rapidly in the last 3 years and our expectation is that we will grow 25% year on year, based on our secured work and pipeline.

**The Role**

**The Person**

**Main Responsibilities**
- Supporting Office Supervisor in tasks and projects as required
- Ad-hoc minute taking
- Ensuring documents are properly stored on SharePoint/files
- First point of contact for visitors to Eden House
- Assisting with general queries internally and externally
- Ordering PPE and managing stocks of equipment. Overseeing that the orders arrive and are distributed in a timely manner
- Ad-hoc processing of invoices and requesting PO’s
- Supporting the arrangement of events
- Ensuring office supplies are available and in place
- Ensuring the office environment is safe and tidy with all facilities available for staff
- Potentially a First Aider and Fire Warden
- Being a point of contact for employees
- Ensuring kitchen are organised and fridges are fully stocked
- Any other tasks as and when required

Travel Bookings
- Booking hotels and travel (flights)
- Booking hire cars for employees
- Booking meeting rooms/restaurants

Fleet Management
- Updating file with vehicle paperwork as required
- Ensuring all vehicles MOT’s are up to date
- Organising vehicle signage
- Ensuring Dart Charge and Congestion Charge accounts are up to date and all vehicles are logged on the account, ensuring it is updated and checked on a weekly basis to ensure payments are actioned when the Dart Charge and/or Congestion Charge is used
- Ensuring vehicles are added to the AA coverage Dart Charge and Congestion accounts
- New vehicle management, including Taxing the vehicle and keeping MOT’s up to date.
- Arranging vehicle tracker installation
- Arrange repairs/general maintenance when needed
- Allocate fuel cards and maintain register/log

**The Person Specification**
- Dependable team player
- Flexibility/Adaptability
- Attention to detail
- Self-motivated / Able to work on their own initiative
- Exceptional organisation and time management skills
- Presentation skills and customer services knowledge
- Outstanding verbal and written communication skills
- Knowledge of computer programs used in daily office administration functions such as Outlook, Word, Excel and specialised office management tools
- Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information
- Excellent problem-solving skills, the ability to research and an aptitude for helping other people



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