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Office Administrator

Are you and organised and diligent individual with office administration experience looking for a flexible and interesting workplace in a central Bath location?

The business is a highly respected civil and structural engineering consultancy with a long-standing history in the area.

The office Administrator role requires good organisation and self-motivation to support the administrative functions of the business to keep the office operating efficiently.  The role requires the administrator to work closely with the Office Manager, and any other administrators, to ensure that the administrative functions of the office are managed in a timely and efficient manner.

Reporting to the office manager, the administrator should be highly motivated and proactive, ideally having had previous experience of working in an office environment providing pro-active support to the business through an effective and professional approach.

Role and Responsibilities

The office administrator will assist the office manager in ensuring that all administrative tasks are handled accurately and in a timely manner, to help to create and maintain a pleasant work environment, and to be able to step up and cover for the office manager during times when demands arise; for instance to cover annual or sick leave. The administrator should be organised, flexible and enjoy the administrative challenges of supporting an office of diverse people.

General Administration

Ther administrator role includes the following duties as well as other duties discussed within the management team as and when they arise:

• Reception duties which include answering incoming telephone calls and diverting/taking messages as appropriate
• Welcoming guests to the office and directing them to the relevant personnel and offering/providing refreshments
• Purchasing office supplies
• Responsible for dealing with incoming and outgoing post
• Monitoring of office email inbox and dealing with enquiries in an effective manner
• Monitoring the office voicemail and dealing with enquiries in an effective manner
• Accurate management of the Bath and Working from Home (WFH) electronic calendars and the reception desk diary
• Ensuring that new project requests are accurately entered into CMap
• Accurate data entry of information in to CMap including client (always obtaining email and telephone contact information),
• subcontractor, and expense information
• Ensure that all new projects have the relevant electronic file created ensuring that all project correspondence and documentation are saved accurately
• Responsible for banking cheques and day to day banking / accurate recording, processing and recording of petty cash expenditure
• Management of the office reception area
• Ensure that the conference room is maintained to an acceptable standard and ensure that it is ready for meetings
• Accurate record keeping for archiving and closed projects
• Produce weekly job list and late timesheet documents and circulating as required
• Accurate uploading of MW project documents to internal/external cloud based platforms as required
• Keep a record of all maintenance contracts and contact details of external providers
• Ensure all specialist surveying equipment is calibrated annually or as appropriate
• Ordering and organising external printing of documents and for their collection
• Ensure accurate scanning and filing of documents
• Organisation of travel booking requests including car hire, flights, hotel reservations and any other requirements as necessary
• When requested, ensuring that documentation that leaves the office is checked and of a high-quality standard before being issued
• Provision of administrative support for directors and engineers as required
• Ensure effective planning and organisation of office social events
• Assist with the creation of project marketing sheets for prospective clients
• Organise interviews for potential new staff
• Ensuring that all staff upload expenses to CMap on time for inclusion with monthly payroll
• Providing a day to day management contact point for all issues regarding the company premises, for instance; maintenance issues, building and equipment faults, point of contact for contractors etc.  Report all issues to the relevant director and assist with engaging rectification. Maintain a repair log.

• Raising of invoices ensuring accuracy of descriptions and valuations
• Accurate entering of invoices onto the invoice log for submission to accountant
• Inputting MW consultant’s time into CMap
• Accurate entering of incoming invoices and reconciliation against project expenditure and purchase orders ensuring all project expenditure & staff expenses are logged within CMap appropriately
• Management of the purchase order log to ensure that all project expenditure is allocated a purchase order number prior to being engaged and issuing contractor purchase orders as required
• Ensure that all incoming invoices are reconciled against the purchase number log to ensure all expenditure has been approved
• Ensuring all suppliers used have been QA approved and MW order numbers are used for purchasing their services
• Carry out credit control for the practice with regular and proactive emails and telephone calls in line with the credit control procedure
• Log and understand all queries that prevent payment of invoice and liaise with the relevant project director
• Establishing rapport and maintain good working relationships with clients when carrying out credit control activities ensuring that relationships are maintained, working with the client and director to manage appropriately
• Escalate any account queries as quickly and as efficiently as possible