Office Administrator

OFFICE ADMINISTRATOR

£23,000 - £25,000 Per annum

We are a team of consultants who support organisations across various sectors with the management of their health, safety, quality and environmental systems and controls. Due to the continual growth of the company, there is an excellent opportunity for an individual to build their career in health, safety, environmental and quality (SHEQ) management. The successful candidate will support clients with their compliance 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. Training will be provided as necessary to ensure competence within the role.

Main tasks and responsibilities:

General

• Work within the company’s policies and procedures ensuring compliance with internal systems and other requirements. Providing high-quality administrative support and be a central point of contact for clients requiring information, advice and guidance.
• 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.
• Ensure the External Resource Tracker is updated with work allocation and status tracked and documentation for completed works uploaded to the relevant files.

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.

Any other reasonable duties which may be required by the Organisation from time to time.

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.

This job description is intended as a general indication of the main responsibilities of the job and does not include detailed instructions on how tasks should be undertaken. You may be required to carry out additional tasks within your capabilities as necessary to meet the needs of the business.

For further details and to submit your CV please click apply.