Office Administrator

Job Summary

We are seeking a highly organised and proactive Office Administrator to join our team. The successful candidate will be responsible for managing daily administrative tasks, ensuring smooth office operations, and supporting various departments with clerical duties. This role offers an excellent opportunity for individuals with strong organisational skills and experience in office administration to contribute to a professional and dynamic environment.

Client Account Support

● Manage a dedicated client inbox for daily business-as-usual and helpdesk requests.

● Record and update requests and completions on internal SharePoint spreadsheets and systems.

● Prepare and maintain invoicing records, ensuring purchase orders and invoice numbers are accurately logged.

● Check client procurement portals, download relevant documentation, and upload invoices as required.

● Support project managers with updating job details in company systems.

● Place orders for keys, replacements, and other supplies as needed.

● Respond to queries from client services teams, escalating where required.

● Coordinate security access forms and ensure staff access cards are kept up to date.

● Book occasional travel and accommodation for project teams.

● Attend monthly client review meetings, take minutes, and follow up on actions.

General Business Administration

● Manage incoming emails for non-client work and issue purchase order numbers to suppliers and contractors, ensuring approvals are in place.

● Arrange waste collection and recycling bookings, updating records with costs and weights.

● Support the service team with hotel and ferry bookings where required.

● Manage daily job sheets: printing, scanning, filing, and preparing for operational teams.

● Assist with invoice processing, accruals, and liaising with the sales team on discrepancies.

● Update sales forecasts with invoicing information.

● Coordinate weekly timesheet collection from full-time and casual staff, updating payroll spreadsheets accordingly.

● Manage holiday requests and records in the company system.

● Provide reception duties, welcoming visitors as required.

● Support operational projects with third-party facilities and branch managers, including scheduling site surveys and managing invoicing.

● Handle ad hoc tasks including stationery orders, photocopier service calls, and parking fine administration.

Compliance & Training Support

● Oversee compliance administration for the branch, ensuring all requirements are up to date.

● Organise and track staff training, maintaining an up-to-date training matrix.

● Ensure contractor and supplier paperwork, training certifications, and insurances are valid and logged.

● Participate in internal audits (twice monthly) and attend health & safety meetings.

● Support external audits (ISO/ACHILLES/BAR), preparing documentation and assisting auditors.

● Manage the distribution of updated policies and staff acknowledgements.

● Maintain noticeboards, ensuring documents are current.

● Liaise with suppliers to schedule statutory and preventative maintenance of equipment (PAT testing, emergency lighting, fire alarms/extinguishers, forklifts, etc.).

● Carry out monthly premises tours with the warehouse manager.

● Record and report accidents and incidents, liaising with operations and transport managers for insurance claims where required.

Candidate Profile

● Strong administrative and organisational skills with attention to detail.

● Experience in compliance, auditing, or facilities administration is advantageous.

● Confident with Microsoft Office, SharePoint, and procurement or invoicing portals.

● Ability to work independently, prioritise workload, and meet deadlines.

● Excellent written and verbal communication skills.

● Flexible and adaptable with a proactive approach to problem-solving.

Job Types: Full-time, Permanent

Pay: £32,000.00 per year

Work Location: In person