Gearing Recruitment Solutions are looking for a Office & Systems Administrator to join their specialist recruitment business that provids staffing solutions for the infrastructure, civils, and construction industries.
As a Office & Systems Administrator, you will support the Director and wider team, ensuring smooth operations across administration, compliance, CRM management, and business support. You will be responsible for accurate data management ensuring billing, payroll, and contractor pay set up processes run efficiently.
You will be key in managing systems, tracking placements, and liaising with the larger group’s support teams.
Key Responsibilities:
Administration & Business Support
• Handle documents, invoices, compliance logs, and basic HR tracking.
• Run reports for internal and external audits with corporate partners.
• Act as the key liaison with the larger group’s support teams.
• PA support to the Director, managing schedules, meetings, and correspondence witht he larger group.
Recruitment Business & Payroll Support:
• Ensure accurate setup of permanent and freelance contractor placements.
• Maintain 100% data accuracy for seamless billing and payroll integration by interacting with the finance team in the Head Office.
• Ensure correct pay and charge rates to avoid discrepancies.
• Oversee contractor confirmations (COMFs) for worker payments.
• Monitor timesheets for contractor pay, working alongside recruitment consultants.
• Manage and update the Bullhorn CRM database.
Operations & Process Optimisation:
• Maintain compliance records and support HR tasks via the HR Coordinator in the Head Office.
• Improve tracking systems, CRM efficiency, and reporting.
• Monitor expenses, invoices, and financial admin.
• Assist with business support tasks to improve efficiency.
Marketing & Digital Support (Optional tasks):
• Upload content to the website and LinkedIn.
• Post and update job adverts for recruiters.
Key Skills & Experience:
• Strong administrative experience in a fast-paced environment.
• Experience with CRM/recruitment databases.
• Highly organised, detail-oriented, and proactive.
• Good communication and Excellent Microsoft Office skills (advanced training courses available).
• Understanding of financial processes related to contractor pay, billing, and payroll.
What We Offer:
• Varied role with exposure to business operations.
• Long-term career development with training opportunities.
• A key role in a high-growth business within a major industry.
• Supportive, close-knit team within a larger group structure.
Location & Working Arrangements:
• Based in Maidstone office (occasional remote work possible).
• Full-time role with structured hours. Part-time can be considered upon discussion to suit but is required Mon-Fri due to daily tasks