Office Administrator

Full job description

Job Title: Office Administrator

Location: Loughton, Essex (no remote/hybrid working)

Job Type: Full-Time, Permanent (office based)

Working Hours: Monday to Friday, 8:00 AM to 4:30 PM

Company Overview:

We are an established electrical, fire, AOV (Automatic Opening Vent), and lighting services provider based in Loughton. Our commitment to excellence and customer satisfaction has positioned us as a trusted partner in the industry. We are currently seeking a highly organised and proactive Office Administrator to join our dynamic team. You will be office based, this is not a remote working position.

Key Responsibilities:

• Manage and maintain client engagement using HubSpot.
• Follow up on sent quotes and general correspondence via phone, email, and LinkedIn.
• Track and analyse customer interactions and data to enhance client satisfaction and retention.

Administrative Support:

• Handle day-to-day office administration, including answering phone calls and managing correspondence.
• Assist the Operations Manager with logistics, scheduling engineers, and coordinating programming works.
• Liaise with clients to arrange access and manage call-outs.

Financial Administration:

• Process and validate invoices from subcontractors and suppliers for payment.
• Prepare and issue invoices to clients, ensuring accuracy and compliance with Contract, CIS and VAT regulations.
• Maintain accurate financial records and support the finance team with ledger updates.

Human Resources Support:

• Manage employee records, including tracking holidays and time off.
• Assist with annual reviews and support the HR process.
• Attend and contribute to monthly management meetings.

Quality Management:

• Oversee and maintain the company’s quality management processes and procedures in line with BSI 9001 standards.
• Ensure all documentation is up-to-date and compliant with industry regulations.

Required Skills and Qualifications:

• Experience with CRM systems, specifically HubSpot.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Basic accounting skills, with a strong understanding of CIS and VAT.
• Familiar with Xero accounting software.

Administrative Skills:

• Strong organisational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Ability to work independently and prioritise tasks effectively.

HR and Quality Management:

• Basic HR knowledge, including handling employee records and participating in reviews.
• Familiarity with BSI 9001 quality management standards.

Industry Knowledge:

• Previous experience in the construction, electrical, fire, AOV, or lighting industries is advantageous but not essential.

What We Offer:

• Competitive salary based on experience.
• Opportunities for professional development and growth within the company.
• A supportive and collaborative working environment.

Job Type: Full-time

Pay: £25,000.00-£35,000.00 per year

Benefits:

• Company pension
• Free or subsidised travel
• Free parking

Schedule:

• Monday to Friday

Experience:

• Microsoft Outlook: 3 years (required)
• HubSpot: 1 year (required)
• Microsoft Office: 1 year (required)
• Microsoft Word: 1 year (required)

To find out more and to apply please click "Apply" Now!