Office Administrator

Overview

We are recruiting for an experienced Office Administrator to join a busy and fast-paced construction environment. This role is ideal for someone who is highly organised, detail-focused, and confident managing a varied workload across administration, accounts support, and site coordination.

Key Responsibilities

Reception & General Office Administration

• Answering incoming telephone calls and handling general enquiries
• Welcoming visitors to the office in a professional manner
• Managing general IT queries and basic office support issues
• Maintaining accurate records of company equipment including laptops, mobile phones, dongles, and fuel cards
• Sorting, distributing, and managing incoming and outgoing mail
• Operating the franking machine and liaising with suppliers for maintenance and consumables

Accounts & Invoice Processing

• Printing, inputting, and processing supplier invoices onto SAGE
• Matching invoices to purchase orders and delivery dockets
• Identifying discrepancies and requesting credit notes where required
• Filing and maintaining accurate invoice records both digitally and in hard copy
• Supporting month-end processes, including checking supplier statements
• Assisting with supplier and subcontractor payment queries

Plant, Hire & Site Administration

• Collating weekly plant and hire sheets from site managers
• Liaising with suppliers regarding hire updates, off-hire requests, and plant records
• Distributing monthly stock take sheets and collating completed returns
• Communicating updates between sites and internal management teams

Purchasing & Office Supplies

• Managing stock control of stationery and general office supplies
• Coordinating orders for site requirements including toiletries and consumables
• Processing weekly diesel and heating oil orders
• Downloading and maintaining fuel usage reports and issuing monthly summaries

Site Support & Documentation

• Preparing and issuing site induction packs and related documentation
• Circulating toolbox talks, sign-in sheets, and operator checklists to site managers
• Ensuring all documentation is accurately maintained and stored on internal systems

Requirements

• Previous experience in an office administration role (construction or similar industry desirable)
• Strong organisational and multitasking skills
• Confident using Microsoft Office and accounting systems (SAGE experience beneficial)
• High attention to detail and accuracy
• Strong communication skills and ability to liaise with multiple stakeholders

Skills:General Administration Answering Telephones Data Entry Sage

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