Administrative Assistant

4 days ago


High Wycombe, Buckinghamshire, United Kingdom Hays Specialist Recruitment Limited Full time

About the Role

Hays Specialist Recruitment Limited is seeking an experienced Administrator to join their team. As the Administrator, you will be responsible for:

  • Ensuring all staff Outlook Calendars are up-to-date.
  • Arranging travel and accommodation needs as required.
  • Ensuring timesheets are completed and input accurately and in a timely fashion, checked against trackers, reporting any abnormalities.
  • Ensuring the contract book and Sage are kept up to date.
  • Following up on quotes.
  • Applying for and obtaining Permits as required by Project Managers.
  • Arranging CRB checks/security checks for airport jobs/inductions and training passes for employees and subcontractors as required.
  • Planning for Installation Labour requirements to ensure efficient use of employed engineers.
  • Occasional hire of equipment as required for Project Managers.
  • Negotiating rates and deals with appropriate suppliers, communicating such to Project Managers.
  • Ad hoc requirements as requested from the Project Managers.
  • Arranging deliveries and permits.
  • Providing adequate training to other staff on the use of Docuware.
  • Monitoring and clearing the 'Invoice' email in box, loading all relevant invoices onto Docuware.
  • Chasing any Subcontractors/Supplier invoices to ensure all are loaded by the 5th working day of the month.
  • Following up on any On Hold or Rejected invoices on Docuware so that they are resolved within 1 month.
  • Raising Customer Invoices on a weekly basis ensuring they are sent out as soon as possible.
  • Reconciling Amazon/Paypal/Miscellaneous accounts on Sage by the 10th of the following month.
  • Processing expenses.
  • Receiving and scanning hard copy Install related purchase Invoices onto Docuware.
  • Chasing up approval/authorisation of purchase invoices from Project Managers.

Requirements

To be successful in this role, you will need:

  • Ideal experience in a similar position.
  • A can-do attitude and willingness to learn.
  • Strong attention to detail.
  • Experience using Sage 50 and Docuware is also ideal, or similar software. However, it is not essential as training is provided.

What You'll Get

As the Administrator, you will receive:

  • A competitive annual salary between £25,000 and £28,000.
  • 28 days annual leave including bank holiday.


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