Job Title: Site & Office Administrator
To assist the directors in providing a professional, effective and best value service to all clients as required.
Responsibilities:
1. Finance Administration
* Summarize and check all invoices as required relating to the business, reconciling delivery notes to invoices received and to purchase orders to comply with ISO procedures.
* Update new client accounts database and maintain existing client account details.
* Liaise with key suppliers, placement of purchase orders and reviewing of invoices, including clear tracking and accounting.
* Prepare daily new accounts, and checking of existing client accounts and related invoice summary checks.
* Make bookings for accommodation and flights for directors, managers & operatives as required.
* Update the stock control sheets.
2. Call Management
* Act as first responder to incoming telephone calls, relating to the business where clients will be your point of contact for scheduled visit dates.
* Ensure incoming calls are effectively and quickly transferred to the correct receiver or that messages are taken and distributed clearly and in a timely manner.
3. Office Administration
* Produce and update the weekly movement planner and distribute.
* Assist the directors as directed, in particular in relation to operative diary movement and organization of travel and accommodation for scheduled maintenance visits.
* Assist with the preparation and issuing of quotation offer letters for new or existing clients, as requested by directors.
* Assist the production, filing, and distribution of certification documents as required and to assist the team.
* Manage the schedule, including renewals letters etc.
4. Other Duties
* Undertake any other duties as may be required from time to time but that shall remain within the competency and skills of the post-holder.
Key Interfaces:
External: Internal:
Health & Safety:
* Comply with all company health, safety and environmental management policies, works procedures, and instructions to ensure a safe and healthy workplace.
* Aware of and fulfil your duties in relation to health and safety in the workplace, to promote your own safety, that of your colleagues and all personnel in your workplace.
* Report to a manager any safety or environmental hazards and risks, including incidents and near misses, of which you become aware in the workplace, including faulty or defective machinery or equipment.
* Operate workplace machinery in a safe manner and if trained and competent to do so.
* Wear all personal protective equipment as directed.
* Comply with all company policies and procedures as apply to your role and/or your employment generally, ensuring that you represent the Company to the highest business and ethical standards.
* Report immediately any instances of bribery or corruption of which you become aware, or approached regarding.
* Behave with respect and dignity towards your colleagues and all personnel in the workplace and to report in confidence any unacceptable behaviour, in particular bullying and harassment.
* Contribute towards the continual improvement of the business in terms of the corporate objectives and good governance of the SIS Group.
Minimum Requirements: Previous administration experience is essential for this role.