Job Description
Position : Office Administrator
Reporting to : Administration Manager
Primary Scope and Purpose of Role:
Design Integration has identified a need for a full time office based Administrator. This post will provide administrative support to the administration manager, the admin team provide a complete support service for our organisation.
The ideal candidate will be a hard-working professional looking to develop their skills in a variety of office support tasks in a quick pace office environment. They must have excellent communication and organisational skills and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.
Typically, the daily duties of the Office Administrator will include:
Sales Ledger:
* Create and send sales invoices to clients on schedule, obtained from our daily report, ensuring accuracy of every invoice
* Dealing with client invoice queries by e-mail and phone in a timely manner.
* Create sales credits for customers as instructed
* Setting up clients and maintaining details within the company system 'Dynamics'
* Sending of monthly statements to clients
* Chasing outstanding client balances and sending payment due date reminder
* e-mails
* To assist with the sales ledger month end process
* Daily posting of client receipts
* Chasing the release of project retention payments (12 months from completion)
* Posting off monthly sales orders from projects
Compliance:
* Assisting with completion of pre-qualification questionnaires from customers
* Maintaining and keeping company policy documents up to date
* Company policy template updating
* Updating and maintaining company document library and file structure
* Ensuring Environmental certificates are obtained and filed for waste disposal
* Sending of client satisfaction surveys at the end of a project and monitoring feedback
* Assisting with preparation of ISO Audits
General Administration:
* Monitoring & Posting off weekly employee timesheets
* General data entry and ad-hoc administration duties
* Filing & Archiving (electronic and paper)
* To Provide occasional cover for answering incoming telephone calls, taking messages or transferring calls
* To provide occasional cover for greeting visitors to the company in a professional manner and ensuring the signing in process is adhered to
* Providing cover for Purchase Ledger duties, when required
* Maintain trusting relationships with customers and colleagues.
* Adhere to policies and regulations.
* Keep abreast with all organisational changes and business developments
Essential Requirements
* Competent with Microsoft Office 365 skills – including but not limited to Sharepoint and Teams
* Good understanding of office procedures.
* Sound knowledge of using office equipment.
* Excellent organizational and time management skills.
* Articulate with strong verbal and written communication skills.
* Analytical abilities and aptitude in problem-solving.
* Sound understanding of inhouse management information systems.
Personality Profile
* Be a pro-active and enthusiastic team player capable of meeting deadlines and going the extra mile to ensure timely project completions.
* Flexible and can-do attitude.
* Be detail orientated with strong analytical skill.
* Client focused with a commitment to providing excellent customer service.
* Ability to work well within a team.
* Polite and confident telephone manner.
Package
The following will be included within the overall package
* Salary of up to £ pa
* Pension Scheme
* 5 Weeks Holiday inc. Xmas allocation – subject to management decision
* Free parking
* Modern, supportive environment
* Free refreshment and snacks provided
Job Types: Full-time, Permanent
Pay: £25,000.00 per year
Benefits:
* Free parking
Work Location: In person
Reference ID: Office Administrator