office administrator

Fawkes & Reece are working with a successful and growing house builder, based in Liverpool. They are looking to expand and seek a competent office administrator to work closely with their commercial team.

Please see below what the role consists off:

Duties & Responsibilities:

• Create and maintain filing and database records, ensuring they are current, accurate and compliant with relevant policies and procedures.

• Compile information and prepare documents in a variety of formats including copy and audio typing, formatting and review.

• Support budget management activities; including processing invoices and monitoring expenditure against budget as required.

• Oversee the placing of consumable orders ensuring goods are receipted and invoices are processed in accordance with procedures to ensure that sites are adequately resourced.

• Perform other general clerical duties to support the service, e.g. photocopying, reception duties, resolving queries from colleagues and mail handling.

• Liaise with the facilities team on any required repairs to the office.

• Support the commercial and sales department with the setup of new subcontractors and sales suppliers.

• Support recruiting managers with any requirements associated with new starters including office induction, PPE ordering, IT equipment etc.

• Manage the receipt, recording and distribution of mail.

• Manage the receipt of general phone enquiries.

• Prepare meeting minutes for key meetings including land, build sales, DTMs, customer care etc. Attend site where required.

• Manage the booking of meeting rooms in the office.

• Manage the payment of rent, council tax and utility bills for the office.

• Undertake general office management duties where required as directed by the senior management team.

• Support the senior management team to ensure that health and safety requirements relating to the office are met. Liaise with Riverside facilities and health and safety team where applicable.

• Contribute to the continuous improvement of processes and procedures.

• Attend and contribute to training courses as required.

• Respond flexibly to any necessary changes in work priorities and undertake other duties when required to support the effective operation of the business.

What you will require:

• Demonstrable track record of providing administrative services.
• Experience of maintaining databases.
• Experience of organising meetings and liaising with suppliers.
• Proficient with Microsoft Word, PowerPoint and Excel.
• Ability to show initiative and propose solutions to issues identified.
• Results focused with the ability to take ownership of tasks.
• Excellent team player who can work flexibly to meet business requirements
• Excellent attention to detail with the ability to work under pressure, deliver to strict deadlines and manage conflicting priorities.
• Customer focused with excellent written and verbal communication skills, with the ability to work at all levels within the business

Desirable: Business administration qualification

Additional information:

• The role will be exposed to sensitive information, therefore the role holder is expected to maintain levels of confidentiality at all times.
• In order to fulfil the requirements of this role, you will be required to work flexibly during the hours of operation.
• The role holder is expected to be committed to equal opportunities and to promote non-discriminatory practices in all aspects of work undertaken.

If you are interested in this role and this your experience is suited, please apply below.