Office Administrator
3 months ago
**Job Purpose**:To provide administrative support to the Installations Department and wider business.
**Key Duties and Responsibilities**:
**Project Administration**
- Ensure all install staff Outlook Calendars are up to date.
- Arrange travel and accommodation needs as required.
- Ensure timesheets are completed and input accurately and in a timely fashion, checked against trackers, reporting any abnormalities.
- Ensure the contract book and Sage are kept up to date.
- Ensure quotes are followed up
- Arrange CRB checks/security and insurance checks for airport jobs/inductions and training passes for employees and subcontractors as required.
- Plan for Installation Labour requirements to ensure efficient use of employed engineers.
- Manage the hire of equipment as required for Project Managers.
- Negotiate rates and deals with appropriate suppliers, communicating such to Project Managers.
- Ad hoc requirements as requested from the Project Managers.
- Arrange deliveries and permits.
- Closing projects from an admin point of view including following up service contracts
**Financial Administration**
- Provide adequate training to other staff on the use of Docuware.
- Chase any Subcontractors/Supplier invoices to ensure all are loaded by 5th working day of the month.
- Follow up any On Hold or Rejected invoices on Docuware so that they are resolved within 1 month.
- Raise Customer Invoices on a weekly basis ensuring they are sent out as soon as possible.
- Reconcile Amazon/Paypal/Miscellaneous accounts on Sage by the 10th of the following month.
- Receive and scan hard copy Install related purchase Invoices onto Docuware.
- Chase up approval/authorisation of purchase invoices from Project Managers.
- Enter and reconcile all Barclaycard statements.
- Reconcile all supplier statements on an ongoing basis and follow up any queries until resolved.
- Send out monthly CIS statements.
- Keep all supplier, subcontractor, customer and project details complete and up to date on Sage.
- Input expenses
Please submit your CV highlighting your relevant experience to be considered for this position.
**Job Types**: Full-time, Permanent
**Salary**: £22,000.00-£28,000.00 per year
**Benefits**:
- Company pension
- Free parking
- On-site parking
Schedule:
- Monday to Friday
Supplemental pay types:
- Bonus scheme
**Education**:
- A-Level or equivalent (preferred)
**Experience**:
- Administrative experience: 2 years (preferred)
**Language**:
- English (required)
Licence/Certification:
- Driving Licence (preferred)
Ability to Commute:
- High Wycombe (required)
Work Location: In person
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