- 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. Â 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