6 Month Contract With A Local Authority
Job Purpose:
To provide day-to-day administrative and reception support to the internal DLO team and supervisor. This includes managing incoming communications, coordinating supplier orders and deliveries, supporting the goods receipt (GR) and invoicing process, maintaining certification records, and ensuring timely submission of timesheets and documentation.
Key Responsibilities:
* Act as the first point of contact for visitors, calls, and general enquiries to the DLO team
* Liaise with suppliers to confirm order details, delivery dates, and resolve any issues
* Check and match delivered items against orders and delivery notes to support the GR and invoice processes
* Maintain accurate records of supplier deliveries and communicate discrepancies to relevant teams
* Track and file compliance certificates, inspection records, and safety documentation
* Proactively chase outstanding timesheets, job sheets, and other paperwork from staff and subcontractors
* Support the DLO supervisor with general administrative tasks, scheduling, and document management
* Update internal systems and spreadsheets to ensure records are current and accessible
* Assist with filing, scanning, and maintaining digital and physical documentation
* Ensure confidentiality and professionalism when handling sensitive information
Requirements:
* Previous experience in a receptionist or administrative role (preferably in a maintenance or construction environment)
* Strong organisational skills and attention to detail
* Good communication skills and confident liaising with suppliers and internal teams
* Basic understanding of procurement, GR, and invoicing processes
* Competent in using Microsoft Office (Word, Excel, Outlook)
* Ability to manage multiple tasks and meet deadlines
* Proactive, reliable, and able to work independently as well as part of a team