Company Description
Denholm Industrial Services is the 'Trusted Partner' of scaffolding, blasting, painting, and access solutions for essential assets. Committed to its core value of 'Always Safety First,' the company prioritises safe, efficient delivery while maintaining its environmental responsibility.
With over 30 years of experience, Denholm Industrial Services operates across key sectors, including Access, Marine, Infrastructure, and Power, consistently delivering high quality services.
INTERFACES WITH:
All departments
FUNCTION:
The position of regional office administrator plays an integral role in the customer service and organisational strength of our company. The primary duties will include administrative support, greeting and directing visitors and managing the company switchboard and email inbox. In addition to the general duties the administrator will also be required to carry out the functions as detailed below:
REPORTS TO:
Business Unit Manager
Senior Administrator
INTERFACES WITH:
Business Unit Managers
Group HSEQ Manager
Regional Directors
Finance Director
Client Representatives
Suppliers
SUPERVISES:
Administrators
RESPONSIBILITIES:
The outline of the primary responsibilities and roles of the regional office administrator is reflected in the Company management system "Special Process" SP01: Administration; and in conjunction with the following:
* Booking travel including flights, hire vehicles (process needed for this) and hotels.
* Source training courses when authorised by contracts manager for operatives and managers, completing Training Request Form. Complete a Training Agreement forward a copy to payroll & Senior Administrator.
* Maintain the company training database, retain training records in accordance with legal training requirements.
* Answering telephone and dealing with calls from customers, suppliers and colleagues.
* Booking company meetings with equipment & refreshments etc. as required.
* Management of incoming and outgoing mail and logging it.
* Using the bespoke finance system to raise and receive purchase orders ensuring correct approvals are in place.
* Monitor and record staff holidays.
* Raise company sales invoices.
* Monitoring and updating HAV information, Wara cards, Start of Shift and Machine Record Check Sheets, inputting onto system and updating the monthly HSE report.
* Issuing Toolbox talks and include same in records system when completed.
* File returned RAMs and all other relevant paperwork from each contract.
* Input lorry and stock sheet as instructed by Contracts Manager and forward to finance department.
* Managing new starter process along with the collation of all accompanying documentation – including training certificates and forwarding to central admin for inputting onto system.
* Maintenance, control and submission of all signed off timesheets to payroll, inclusive of holidays and sickness.
* Collate and record data for the submission of the monthly HSE report.
* Input lorry and stock sheet as instructed by contracts manger and forward to finance department
* Monitor fuel levels and seek approval to reorder when fuel levels are low (where applicable)
* Issue and recording of Company owned equipment to employees.
* Uploading materials stock data and assist with commercial input for Finance.
* Administrative ad hoc duties as requested.
ACCOUNTABILITY:
The Regional Administrator will report directly to the regional BU manager and Senior Administrator.
PROFILE:
* The Regional Administrator shall be familiar with; and follow the intent of the "Special Processes" contained within the management system specifically SP01 – Administration and SP10 - Purchasing