Administrative Support Specialist

1 week ago


Didcot, Oxfordshire, United Kingdom Purple Placements Full time

About the Role:

The Office Administrator will provide administrative support to the Administration Manager and the admin team at Purple Placements. This role is responsible for providing a complete support service to the organization, ensuring the smooth operation of administrative tasks.

Key Responsibilities:

  • Meet and greet visitors in a professional manner, ensuring a positive first impression of the company.
  • Sort and distribute mail and emails in a timely manner, maintaining a well-organized and efficient workflow.
  • Organize the Finance mailbox, ensuring emails are filed in the appropriate folders and deadlines are met.
  • Process purchase invoices and credit notes onto the in-house system, 'Dynamics', in time for the month-end closure.
  • Verify that all invoiced items have been received and are assigned to the correct job codes.
  • Resolve invoice queries, maintaining an up-to-date invoice query folder.
  • Check Sub-Contractor invoices for accuracy and process in line with the scheduling system, amending any discrepancies.
  • Maintain the Sub-Contractor matrix, ensuring all current Insurances, training certificates, and T&Cs are received and filed.
  • Reconcile Supplier Statements.
  • Process employee mileage expenses onto the system.
  • Set up new Vendors & Clients onto the system.
  • Issue Remittance advices to Suppliers.
  • Collate and reconcile Credit Card receipts weekly, assigning receipts to the correct job codes.
  • Monitor employee expenses and receipts within the company system.
  • Add current project numbers to the expense system.
  • Assist with the booking of staff training courses and maintain the employee training matrix.
  • Filing and Archiving (electronic and paper).
  • Support and cover for other administration team members while they are on annual leave.
  • Run company errands to the post office, key cutting, etc.
  • Sign for goods received when required.
  • General data entry and ad-hoc administration duties.
  • Maintain trusting relationships with suppliers, customers, and colleagues.

Requirements:

  • Excellent communication and organizational skills.
  • Ability to work diligently under pressure and effectively in a team environment.
  • Comfortable working with a high degree of attention to detail and discretion.
  • Ability to incorporate new and effective ways to achieve better results.


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