Administrative Support Expertise for SHEQ Management

4 weeks ago

Sidcup, United Kingdom Base Solutions Ltd Full time

Job Summary

We are seeking a highly skilled and experienced Administrative Support Expertise for SHEQ Management to join our team at Base Solutions Ltd. This is an excellent opportunity for an individual to build their career in health, safety, environmental, and quality (SHEQ) management.

About the Role

The successful candidate will provide high-quality administrative support to clients, ensuring compliance with their requirements, including review of documentation, assisting with their concerns, facilities management, invoicing, credit control, and working as a key member of our team to ensure efficiency across the business.

Main Responsibilities

  • General
    • Work within the company's policies and procedures ensuring compliance with internal systems and other requirements.
    • Ensure the company's shared systems are updated and maintained on an ongoing basis.
    • Responsible for arranging office cleaning, supply of bottled water, sanitization of water machine, and waste collection.
    • Undertake and document weekly office meter readings for monthly billing.
    • Arrange portable appliance testing (PAT) for office items and fire extinguishers servicing annually or as per the required schedule.
    • Undertake regular inventory of office and stationery supplies ensuring sufficient stock at all times.
  • Book-keeping & Credit Control
    • Ensure petty cash is available, used responsibly as required, and prepare weekly reports.
    • Weekly categorization of income and expenses within the accounting system.
    • Generating and sending invoices to clients weekly, addressing and resolving billing and payment discrepancies.
    • Ensuring clients pay their invoices on time and in full, chasing late payments, and assessing the credit worthiness of new and existing clients.
    • Raise concerns with your line manager where there are signs of delinquency to reduce bad debts.
  • External Resource
    • Issuing purchase orders to approved consultants for work allocated ensuring values are in line with agreements.
    • Ensure consultants' invoices are submitted weekly.
  • Clients
    • Bring to the attention of your line manager any issues or concerns raised by clients regarding service delivery.
    • Undertake annual client reviews as per their service level agreements and compliance obligations.
    • Ensure contracted site visits are scheduled with consultants for attendance and records updated accordingly.
    • Creating client files within the relevant internal system and providing guidance to ensure clients fully understand how to use online services for efficiency in their quality, health, safety, and environmental management systems.
    • Managing client certification services such as CHAS and Constructionline, ensuring accounts are renewed on time.
    • Ensure contracts are in place for new clients and accounts created within the accounting system.
    • Ensure contracts are renewed for existing clients as necessary for continuation of service.
    • Ensure monthly and annual retainer invoices are set up within the accounting system on a recurring basis and direct debits set-up within the relevant system.

Requirements

  • Skills
    • Ability to maintain confidentiality.
    • Ability to think analytically, interpret information/observations, and make effective decisions.
    • Ability to produce clear, accurate, and factual reports.
    • Ability to work effectively on your own initiative and as part of a team.
    • Ability to ask for guidance when required on complex issues.
    • Professional verbal and written communication.
    • Ability to handle multiple tasks simultaneously.
    • Attention to detail.
    • Excellent organisational and time management.
  • Qualification & Experience
    • A Certificate or diploma in Business Administration (NVQ, BTECH, city & guilds or equivalent).
    • Experience in bookkeeping and credit control.
    • 3+ years of experience in an administrative role with at least 1 year's customer service experience.
    • Proficiency in Microsoft Office Suite.

Salary and Benefits

The estimated salary range for this role is £23,000 - £25,000 per annum, depending on experience.

What We Offer

We offer a comprehensive benefits package, including professional development opportunities, a supportive work environment, and a competitive salary.

How to Apply

If you are a motivated and experienced administrative professional looking for a new challenge, please submit your CV for consideration.

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