Office Administrator

Join a leading engineering organisation

The prinicipal function of this role is to assist the Management Team in day-to-day administrative work and general office duties.

Reports/Responsible to:

Finance Manager (Line Manager)

Key Areas of Responsibility:

  • Answer, screen and direct phone calls, taking detailed and accurate message where necessary – Reception work
  • Mail – Opening, Sorting, Date stamping and distributing incoming mail daily including emails contained in the “info” and “orders” inbox in a timely manner. Franking and posting mail
  • Managing all deliveries and couriers, incoming and outgoing including couriers and deliveries, compiling shipping invoices for export when necessary and notifying staff of deliveries in a timely manner
  • Manage the Purchase Order System – Process purchase orders on portal and accounts system, import routines to Eque2, set up of new clients, projects, employees and approval limits etc
  • Front of house – Meeting and Greeting clients/customers and advising staff of arrival, scheduling meeting room, organising lunch and refreshments and cleaning meeting room after meetings, checking and closing windows at the end of the day and set the dishwasher on. Empty dishwasher in the morning
  • Weekly stationary inventories and supplies to ensure all stock is up to date, ordering more when necessary, research new deals and suppliers
  • Manage mobile phones for the company. Maintain contact lists, keep mobile phone records up-to-date, ordering new phones when necessary, arrange for roaming and assisting on any queries, update all phone lists
  • Develop and maintain filing systems, making labels and folders including archiving and ad-hoc filing, scanning and copying
  • Booking flights, accommodation, travel arrangements including hire vehicles and updating staff movement spreadsheet, maintaining an acccommodation spreadsheet along with costs
  • Scanning, faxing and photocopying in general and for finance team
  • Managing the development and maintenance of the office facilities, equipment and consumables including security fobs for employees
  • Assisting with marketing by placing advertisements, organising company literature and managing attendance at exhibitions and conferences
  • Completing client questionnaires and credit applications for suppliers
  • Reconciling and importing Cred Card and Premier Inn payments and statements
  • Analyse weekly timesheets (data input) for Payroll and assist with Petty Cash Reconciliations when requested
  • Publishing Exchange Rate monthly
  • Vehicle Administration including Fuel Cards, Congestion/Dartford Charges, incidents and accidents, service bookings and tax payments
  • Ad-hoc Secretarial duties including events co-ordination
  • Office cover during holidays/absences
  • Maintain Hire Orders for Operations Department

This list is not exhaustive and you may be required to undertake various other duties which may reasonably fall within the level of responsibility and competence. The board of WJ Groundwater Limited is committed to the implementation and certification of an Integrated Management System to ISO9001, ISO14001 and OHSAS18001.

Qualifications and Experience:

  • Minimum education to at least GCSE standard in English and Maths
  • Good communication and organisational skills, always approachable and professional in approach and articulate
  • Super organised, with the ability to prioritise
  • Takes initiative; doesn’t wait for direction and looks for things to do; always looking to improve processes, self-motivated
  • Adaptable to change
  • A strong team players
  • Trustworthy and reliable
  • Proficient in Microsoft Office suite of products (predominantly Outlook, Word and Excel)
  • Must be willing to work extra hours should the work load require

Working Conditions & Physical Requirements:

This role is head office based (Kings Langley, Hertfordshire). Hours are 08:30 to 17:00, Monday to Friday, with one hour unpaid lunch-break each day. The role requires the use of a Visual Display Unit (VDU) as part of their day-to-day activities.

For more details contact: Jyoti Vyas at JyotiVyas@wjgl.com

Deadline for applications : tbc

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    Dan CarpenterOffice Administrator