Office Administrator
2 months 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.
Key Responsibilities:- Provide administrative support to the office manager and other team members
- Manage the office reception area, including answering phone calls and greeting guests
- Assist with purchasing office supplies and managing the office budget
- Handle incoming and outgoing post, as well as monitor the office email inbox and voicemail
- Accurately manage the Bath and Working from Home (WFH) electronic calendars and the reception desk diary
- Enter new project requests into CMap and accurately record client, subcontractor, and expense information
- Manage the office banking and petty cash, including reconciling accounts and processing payments
- Ensure the conference room is maintained to an acceptable standard and is ready for meetings
- Accurately record keeping for archiving and closed projects
- Produce weekly job lists and late timesheet documents, and circulate as required
- Upload 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
- Order and organize external printing of documents and their collection
- Accurately scan and file documents
- Organize travel booking requests, including car hire, flights, hotel reservations, and other requirements as necessary
- Check and verify documentation before it leaves the office
- Provide administrative support to directors and engineers as required
- Assist with the creation of project marketing sheets for prospective clients
- Organize interviews for potential new staff
- Ensure all staff upload expenses to CMap on time for inclusion with monthly payroll
- Act as a day-to-day management contact point for all issues regarding the company premises
- Raise invoices, ensuring accuracy of descriptions and valuations
- Enter invoices onto the invoice log for submission to the accountant
- Input MW consultant's time into CMap
- Enter incoming invoices and reconcile against project expenditure and purchase orders
- Manage the purchase order log to ensure all project expenditure is allocated a purchase order number
- Issue contractor purchase orders as required
- Reconcile incoming invoices against the purchase number log
- Ensure all suppliers used have been QA approved and MW order numbers are used for purchasing their services
- Carry out credit control for the practice, including regular and proactive emails and telephone calls
- Log and understand all queries that prevent payment of invoices and liaise with the relevant project director
- Establish and maintain good working relationships with clients during credit control activities
- Escalate any account queries as quickly and 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 communication skills, we would love to hear from you.
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