Job Description:
Job Summary
Our client is looking for a calm, focused, positive, and outgoing administrator who can work under their own initiative in a dynamic team.
Responsibilities
Set up and manage all office procedures for the efficient running of business administration.Collect and analyze site diaries and timesheets for all staff and crews.Ensure payroll information is accurate and available for bi-weekly payments.Manage HR and staff-related matters, including holiday scheduling, staff uniforms, and staff training.Assist in sourcing quality products at the right price, processing purchase orders, and handling payments.Oversee fleet and asset management, ensuring company assets are maintained, serviced regularly, and appropriately branded.Maintain and manage databases of suppliers, customers, leads, and products.Support sales and marketing efforts, managing leads, paperwork, and procedures related to the sales process.Monitor maintenance and construction crews, ensuring all contract-related paperwork is submitted daily for accurate reporting.Maintain holiday calendars, proficiently using Outlook and calendar systems.Provide high-level administrative support to management.Coordinate extensive travel arrangements, including flights, hotel bookings, and car hire.Ensure timely and pleasant customer communications.Conduct bookkeeping tasks, including processing invoices, bank transactions, and reconciliations using QuickBooks.
Job Details
Key Accountabilities & Indicators of Effectiveness
Bookkeeping: Ensure accurate and timely monthly management reports and weekly finance meetings.Purchasing & Purchase Orders: Maintain a preferred supplier list, source quality materials at competitive prices, and efficiently process purchases.Office Administration: Maintain up-to-date records, ensure efficient time management, and prioritize tasks effectively.Reporting: Provide weekly reports to the MD.
Necessary Skills and Attributes
Knowledge and Experience
Previous office administration experience is essential.Experience in a construction-related business is an advantage.
Computer Skills
Proficiency in Microsoft 365, including MS Office, Outlook, Word, and Excel.Excellent knowledge of QuickBooks accounting software.
Industry Experience
A minimum of 5 years of office administration experience.Strong organizational and leadership skills.Ability to work independently and as part of a team.
Communication Skills
Honest and straightforward communication with customers and team members.A pleasant and positive demeanor in interactions.Fluency in French is a significant advantage.
Attitudes and Behavior
Positive outlook and proactive approach.Strong team player, self-starter, and detail-oriented.Calm and focused under pressure.Willingness to go the extra mile to complete tasks effectively and on time.
Required Skills:
Running
Indicators
Staff Training
Analysis
Office Administration
Asset Management
Bookings
Sourcing
Purchase Orders
Purchasing
Travel
Writing
Payroll
Databases
Construction
Payments
Materials
Suppliers
Scheduling
Administration
Finance
Maintenance
Marketing
Business
Sales
Training
Management