Office Supervisor

3 months ago

Birmingham, United Kingdom Pell Frischmann Full time

**About Pell Frischmann**:
Pell Frischmann is an international multi-disciplinary consulting engineering company with over 90 years of experience in the built environment. We are a unique business whose purpose is to generate sustainable funds to deal with the environmental and social commitments resulting from the closing of Germany’s hard-coal mining industry; so our work directly contributes to environmental protection and preservation for the future.

Our expertise and capabilities cover: Buildings, Civil Structures, Highways & Transportation, Land Development, Rail, and Water & Environment.

"Excellence Through Innovation" permeates our company culture. We believe that quality engineering goes beyond simply achieving codified compliance, and we passionately pursue solutions that deliver better results for end-users via unconventional methods**.**

**Appointment Type**
- Permanent

**Full Time/Part Time**
- Full-time

**Specialism**
- Business Administration

**Hours**
- 37.5

**Location**
- Birmingham

**Working Practice**
- Hybrid

**Job Reference**
- 10154

**Main Purpose of the Job**

As the main point of contact for our Birmingham office, this is an integral role responsible for the efficient and effective management of general office processes and procedures. You will provide general administrative support to the staff within our Birmingham office, including project managers and directors. The role will also provide remote support to our Nottingham office. It is essential that the Office Supervisor maintains a positive company image, acting as the first point of contact to employees, visitors, clients and vendors. As well as local office duties, the post holder may have responsibility for centralised business support procedures. An on-site presence is necessary to due to the nature of the role, however flexible working arrangements can be agreed locally with your line manager.

**Main Duties and Responsibilities -**
- Maintain Cloudbooking system and actively encouraging good practices to preserve accurate statistical analysis
- Coordinate internal and external meetings and assist with planning and arranging events, including organising catering when requested
- Manage meet and greet areas and assist all office visitors
- Answer, screen and transfer incoming calls as necessary
- Format, print and bind relevant documents
- Maintain adequate levels of stock and order office supplies as needed
- Raise purchase orders and invoices in line with Finance department guidelines
- Local Health & Safety Co-ordinator - all activities monitored by the Company H&S Coordinator
- Maintain a clean and safe office area
- Ad-hoc tasks as required

**Project Administrative tasks -**
- Preparation and formatting of key documents and correspondence
- Ensuring compliance with the Business Management System
- Organisation and maintenance of case file documentation
- Project document control including closing of files, archiving and ensuring compliance with Company processes.
- Support with billing process
- Preparation of relevant project invoices

***

**Essential**

**Preferred**

**Experience**

Previous Administrative Experience

**Key Competencies**
- Strong attention to detail
- Ability to work without supervision and use initiative
- Excellent time management skills
- Exceptional communication and customer service skills
- Excellent IT-Literacy, including proficiency with Microsoft Office Programs (Word, Excel, PowerPoint and Outlook).
- Strong prioritisation and organisation skills, including the ability to multi-task
- Ability to handle confidentially information

**Why Pell Frischmann?**:
We are one of the UK's most influential and highly respected firms of infrastructure and built environment professionals. We provide a collaborative and supportive working environment, where you’ll have the freedom and flexibility to create your own pathway and make a real impact within the business and in the communities in which you will operate.

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