Office Administrator

From our office in north Cardiff we undertake large scale landscape projects, construct sports facilities and provide a grounds maintenance service typically on large commercial, industrial or housing sites, geographically spread throughout South Wales and South West England.

You will be required to carry out many varied general duties associated with working in a small but busy office. You will need to work under your own initiative without close supervision.

In your position as Office Administrator you will be part of a small team responsible for our general office administration, book keeping and monthly payroll.

**JOB DETAILS**

Job Title - Office Administrator

Responsible to - The Director/Manager. You will however need to work closely with all managers/supervisors and Foremen in order to carry out your duties.

Working Hours - Approximately 30-37.5 hours per week. The actual hours worked will be by mutual arrangement and we can be flexible to accommodate school runs etc. You would however be required to work a minimum of four days a week.

Qualifications required - No formal qualifications required providing you can demonstrate that you have gained suitable experience The following qualifications whilst not essential would be advantageous:

- A bookkeeping or basic accountancy qualification such as the Institute of Certified Bookkeepers Level II Certificate in Bookkeeping or The Association of Accounting Technicians (AAT) Level 2 Certificate in Accounting or similar.
- Xero training certificate

Experience required - You will need to be familiar with working in an office environment and you will need good literacy, numeracy, typing and general computer skills. The following experience whilst not essential as training can be provided would be advantageous:

- General bookkeeping experience ideally using Xero accounting software
- Payroll experience

**JOB SUMMARY**

We undertake large scale landscape projects, construct sports facilities and provide a grounds maintenance service typically on large commercial, industrial or housing sites, geographically spread throughout South Wales and South West England. We do not undertake any domestic landscaping work for private individuals. Our landscape construction contracts are typically associated with new commercial buildings, roads or reclamation sites, or they involve carrying out environmental improvements to established town centres, residential or industrial areas. In addition to maintaining schemes that we have put in place, our grounds maintenance teams are responsible for maintaining a large number of established housing association properties that range from small sheltered housing complexes for elderly persons through to housing estates exceeding 400 units.

**KEY TASKS**

**General Duties**
- Answering the telephone in a prompt and courteous manner.
- General office filing including compiling new contract files.
- Negotiating prices, purchasing and maintaining adequate stocks of office stationary and liaising with the suppliers regarding amendments etc. as required.
- Negotiating prices, purchasing and maintaining an adequate stock of protective clothing; issuing and recording the issue of protective clothing and replenishing stocks of protective clothing as necessary.
- Negotiating prices, purchasing and maintaining adequate stocks of first aid supplies.
- Proof reading documents and website pages, checking figures etc. generally.
- Entering information from maintenance programmes, for maintenance reports onto the database.
- Assisting in booking accommodation when staff are working away.
- Assisting in researching and booking Christmas & summer social events.

**Bookkeeping Tasks**
- Checking supplier invoices against our purchase orders and the suppliers delivery tickets. Resolving any discrepancies and requesting credit notes from suppliers as necessary.
- Processing supplier invoices, subcontract payments, sales invoices and all bank transactions generally through our Xero accounting software.
- Entering payments received onto the database and onto Xero.
- Completing bank reconciliations to ensure that our Xero accounting records are complete and correct.
- Allocating fuel costs to the individual vehicles in our fleet.
- Allocating own plant costs to individual projects.
- Completing the quarterly VAT returns.

**Invoicing**
- Producing routine sales invoices in liaison with the directors/managers/supervisors.

**Insurance**
- Assisting directors/managers to ensure that insurance claims are submitted in a timely manner and liaising directly with our insurance brokers to ensure that our claims are settled in a timely manner.

**Payroll**
- Ensuring that weekly timesheets and absence forms are received from site staff in a timely manner.
- Checking the timesheets against on-line tracker reports to ensure the times are accurate.
- Calculating wages payable including overtime payments etc. and allocation of staff costs to contracts using Micro