Office Administrator
4 weeks ago
We are seeking a highly organized and diligent individual to join our team as an Office Administrator. As a key member of our administrative team, you will be responsible for providing exceptional support to our office operations, ensuring a smooth and efficient working environment.
Key Responsibilities:- Provide administrative support to the office manager and other team members
- Manage the office reception area, including answering phone calls, greeting guests, and handling mail and packages
- Assist with purchasing office supplies and managing the office budget
- Monitor and manage the office email inbox and voicemail
- Accurately manage the Bath and Working from Home (WFH) electronic calendars and the reception desk diary
- Ensure that new project requests are accurately entered into CMap
- Accurate data entry of information into CMap, including client, subcontractor, and expense information
- Responsible for banking cheques and day-to-day banking, as well as accurate recording, processing, and recording of petty cash expenditure
- Manage the office reception area, including ensuring that the conference room is maintained to an acceptable standard and is ready for meetings
- Accurate record keeping for archiving and closed projects
- Produce weekly job lists and late timesheet documents and circulate as required
- Accurate uploading of MW project documents to internal/external cloud-based platforms as required
- Keep a record of all maintenance contracts and contact details of external providers
- Ensure all specialist surveying equipment is calibrated annually or as appropriate
- Ordering and organizing external printing of documents and for their collection
- Ensure accurate scanning and filing of documents
- Organize travel booking requests, including car hire, flights, hotel reservations, and any other requirements as necessary
- When requested, ensure that documentation that leaves the office is checked and of a high-quality standard before being issued
- Provide administrative support for directors and engineers as required
- Ensure effective planning and organization of office social events
- Assist with the creation of project marketing sheets for prospective clients
- Organize interviews for potential new staff
- Ensure that all staff upload expenses to CMap on time for inclusion with monthly payroll
- Provide a day-to-day management contact point for all issues regarding the company premises, including maintenance issues, building and equipment faults, and point of contact for contractors
- Raising of invoices, ensuring accuracy of descriptions and valuations
- Accurate entering of invoices onto the invoice log for submission to accountant
- Inputting MW consultant's time into CMap
- Accurate entering of incoming invoices and reconciliation against project expenditure and purchase orders, ensuring all project expenditure and staff expenses are logged within CMap appropriately
- Management of the purchase order log to ensure that all project expenditure is allocated a purchase order number prior to being engaged and issuing contractor purchase orders as required
- Ensure that all incoming invoices are reconciled against the purchase number log to ensure all expenditure has been approved
- Ensuring all suppliers used have been QA approved and MW order numbers are used for purchasing their services
- Carry out credit control for the practice with regular and proactive emails and telephone calls in line with the credit control procedure
- Log and understand all queries that prevent payment of invoice and liaise with the relevant project director
- Establishing rapport and maintaining good working relationships with clients when carrying out credit control activities, ensuring that relationships are maintained, working with the client and director to manage appropriately
- Escalate any account queries as quickly and as efficiently as possible
This is a fantastic opportunity to join a friendly and fun team in a contemporary working environment. If you are a highly organized and motivated individual with excellent administrative skills, we would love to hear from you.
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