This role is about operating our Purchasing System, Supporting the team in the office, supporting the Project Operations Manager and helping ensure the Company runs smoothly
Task Areas
Office Management
Look after staff welfare, office suppliers and the weekly staff lunch
Book meeting rooms etc with our office provider and parking for visitors
Keep the office tidy
Answer phone in a business-like manner, take messages and pass calls on as required
Keep office presentable at all times and encourage colleagues to do the same
Manage cleaners
Manage all packaging disposal
Keep stock of office supplies including stationary, WC and refreshments
Update office storage insurance requirements
Organise, manage and communicate all company events
Organise new joiner drinks, leaving drinks, gifts and birthday cards
Responsible for management of the office phone system and ensuring all staff have a phone.
Responisble for company asset register; logging all phones, tablets and computers
Management of company dropbox and email accounts.
Management of company mobile phone allocation, renewal and log.
Communications to staff
Ensure staff arrive and leave work on time
Manage company vehicles
Financial & Admin
Review and maintain up to date client and supplier data on QuickBooks to ensure email addresses are in place for automation
Daily update of received purchase invoices to accounting platform
Payment of invoices as instructed
Check and pay staff expenses once authorised
Raise and issue sales invoices to clients
Manage supplier relationships and expectations regarding invoice payment
Credit Control
Take minutes in executive team meetings
Procurement
Set up all purchase orders on the system and be the first point of contact for any item that needs to be ordered
Manage the receipt of goods to the office ensuring they are logged and identified
Manage the shipment of goods to sites from the office using couriers, own staff and other services
Organise outgoing deliveries. All deliveries to be issued with a delivery note.
Chase orders and update delivery date as required
Ensure that order log is accurate at all times and all deliveries are completely checked off as they arrive
Raise purchase orders
General Requirements
Remain up to date on required education and certifications
Come to work on time, with a positive attitude and 'team first' approach to your work
Interact professionally and effectively with clients and suppliers
Work to the highest quality standards with attention to detail
Preferences for the candidate
* Previous experience in a similar role
* Previous experience of QuickBooks would be beneficial.
Job Types: Full-time, Permanent
Pay: £30,000.00-£40,000.00 per year
Benefits:
* Company pension
Language:
* English (preferred)
Work Location: In person