We are seeking a highly organised, proactive, and detail-oriented Office Administrator to manage a wide range of administrative, operational, and compliance responsibilities. This role is vital in ensuring smooth daily office operations and maintaining legal, financial, and safety compliance across the business—particularly in areas related to health and safety, transport, driver oversight, vehicle and equipment maintenance and compliance.
Role will be required to be on-site Monday to Friday 08:00 - 17:30
Key Responsibilities:
1. Financial Administration
* Input and maintain accurate financial data using QuickBooks.
* Raise and issue customer invoices promptly and accurately.
* Process and reconcile supplier invoices and payments.
* Collate and process driver payments, including mileage, Ad-blue, fuel and time records.
* Support with financial reporting and reconciliation tasks.
2. Compliance & Record Keeping
* Maintain up-to-date records for driver and vehicle compliance (e.g., licenses, insurance, MOTs, CPC, FORS).
* Schedule and log regular Tachograph downloads and ensure data is analysed and stored in accordance with legal requirements.
* Plan and document toolbox talks and ensure drivers are briefed on key safety and legal updates.
* Monitor compliance across all areas of the business, ensuring legal standards are met and exceeded.
3. HR & Personnel Administration
* Support the onboarding and induction process for new staff and drivers.
* Maintain personnel records, including right-to-work checks, training logs, and absence records.
* Help ensure HR procedures are followed and updated in line with current legislation.
* Manage driver details within Bright HR system.
4. Vehicle, Equipment & Fleet Management
* Oversee maintenance schedules for all vehicles and equipment, ensuring timely servicing, inspections, MOTs, and repairs.
* Maintain detailed records for all vehicles, plant, and tools, including defect reports, service histories, and certification.
* Coordinate with external contractors and garages for maintenance and compliance checks.
* Ensure tachograph units are maintained and functioning correctly.
5. Driver Management
* Assist with driver scheduling, holiday tracking, and rota organisation.
* Maintain regular communication with drivers regarding compliance, incidents, and updates.
* Monitor driver hours, infringements, and follow up with necessary actions or retraining.
6. Health & Safety Management
* Maintain and update company health & safety policies and documentation.
* Organise and record risk assessments, audits, and safety inspections.
* Log and investigate incidents and near misses, ensuring corrective actions are implemented.
* Coordinate training for manual handling, PPE, first aid, and other H&S areas.
* Maintain all training records in line with business and customer requirements.
7. General Office Duties
* Act as the first point of contact for calls, emails, and visitors.
* Order and manage office and operational supplies.
* Provide administrative support to senior staff and other departments as needed.
Skills & Experience:
* Previous experience in office administration within a transport, logistics, or operational environment.
* Proficient with QuickBooks or similar accounting software.
* Solid understanding of vehicle and driver compliance, including tachograph laws.
* Strong organisational and multitasking skills.
* Competency in Microsoft Office Suite (Excel, Outlook, Word).
* Familiarity with fleet maintenance systems or digital compliance tools (desirable).
Personal Attributes:
* Attention to detail with a proactive, problem-solving approach.
* Able to manage competing priorities and work independently.
* Professional, reliable, and confidential with sensitive data.
* Strong communication skills and a team-first attitude.
Preferred Qualifications (Not Mandatory):
* IOSH or NEBOSH certification in Health & Safety.
* CPC knowledge or transport operations training would be an advantage.
* NVQ/Diploma in Business Administration or equivalent experience.
Job Type: Full-time
Pay: £36,000.00-£38,000.00 per year
Benefits:
* Company pension
* Free parking
* On-site parking
* Sick pay
* Store discount
Work Location: In person
Reference ID: Office Administrator
Expected start date: 01/09/2025