Job Title: Office Administrator
Location: Hitchin
About us:
Our Cleint is a leading structural steel and architectural metalwork fabrication company dedicated to delivering high-quality, innovative solutions to our clients. With a commitment to excellence, Our cleint have established a strong reputation in the industry for precision engineering, reliability, and customer satisfaction. We specialise in the design, fabrication, and installation of structural steel and architectural metalwork for a diverse range of projects.
Position Overview:
The Office Administrator at will oversee a broad spectrum of administrative and compliance functions critical to the smooth operation of the company and its sister companies. This role requires a proactive, organised individual with excellent communication skills and a keen eye for detail.
Key Responsibilities:
• Maintain and update the holiday and work event calendars for all staff, ensuring accurate scheduling and communication.
• Handle all aspects of insurance policies, including renewals and ensuring adequate coverage.
• Manage company vehicle insurance, including claims processing and policy updates.
• Coordinate servicing, MOT, and vehicle tax for all company cars, ensuring compliance with legal requirements.
• Maintain detailed records of vehicle maintenance schedules and associated costs.
• Ensure all company documentation and policies are current and compliant with industry standards and regulations.
• Maintain and update company policies, procedures, training matrices, toolbox talks, and templates.
• Obtain and renew yearly certifications and accreditations such as CHAS, SMAS, and Constructionline.
• Assist sister companies in maintaining BBA certification documentation.
• Prepare and organize documents for the annual UKCA Execution Class audits.
• Issue sales invoices to clients, ensuring accuracy and timely delivery.
• Manage credit control and chase outstanding payments to ensure timely revenue collection.
• Assist the accounts department with VAT returns and resolve any related queries.
• Generate detailed financial reports for the director, including sales invoice lists, monthly purchase expenditures, six-month finance reports, long-term finance agreements, and accounts payable ledgers.
• Answer incoming phone calls and redirect them to the appropriate colleagues.
• Handle all incoming and outgoing mail and parcels, ensuring timely distribution.
• Order and manage office stationery and supplies, ensuring stock levels are maintained.
• Maintain and update multiple account information for such as, BT, Constructionline, and Local Supply Chain and more .
• Manage the onboarding process for new staff, including contract generation and maintaining accurate employee records.
• Calculate and track employee annual leave, ensuring accurate leave balances for those joining or leaving partway through the year
Qualifications:
• Proven experience in an administrative role, preferably within the construction or manufacturing industry.
• Excellent organizational and multitasking abilities.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work independently and as part of a team.
• Attention to detail and a high level of accuracy.
• Adaptable and able to manage multiple priorities.
• Problem-solving skills and the ability to handle complex administrative tasks