Office Co-Ordinator

• Job Ref: Office Co-Ordinator
• Job Type: Permanent
• Location: Basildon
• Salary: £23,000 - £25,000 pa

Job Description

The Role: Office Co-ordinator

Bryman Recruitment are currently seeking an Office Co-ordintator to support our client on the successful delivery of their South East’s budget within an office setting, completing admin tasks in relation to HR, Finance and Contract Work.

Job Requirements

General Office Administration:

Contribute to the smooth running of the office, including but not limited to:

• Answering the telephone in a courteous and timely manner.
• Open, distributing and dealing with any post.
• Ensure that all visitors are treated in a pleasant, courteous and efficient manner and provide refreshments as and when required.
• Assist with the updating of all site notice boards.
• Help to arrange meetings, organise catering and take minutes as required.

• Ensure that office filing is maintained and records are archived correctly.
• Keep a diary or record of: dates of meetings, training sessions, review dates etc as required to assist managers.
• Use Outlook to send and collate e-mails as requested by Contract Managers.

• Type letters, reports etc.
• Administration support for the office Team as required.
• Collation of reports as and when required.

HR

• Maintain and update the HR system accordingly.
• Assist managers with recruitment of operative staff: advertise and liaise with job centres, follow through application process as required.
• Liaise with HR and Payroll to ensure that they are kept informed of all staff changes, (new recruits, salary changes, promotion, leaving dates) training and development.
• Maintain HR personnel files for operational staff.
• Research and book training courses as requested.
• Keep holiday and sickness records.
• Record the issue of protective clothing and uniform to employees.
• Liaise with HR regarding Disciplinaries and ensure HR input into the associated admin is taken up in a timely manner.
• Consolidate timesheets for approval by the Contract Manager/Operations Manager and enter monthly timesheet data.

Accounts System

• Using purchase order system for raising orders, inputting delivery notes and dealing with accounts queries as required to support the Office.
• Help to ensure that accounts month end deadlines are met.
• Compile weekly financial reports on Excel as required.
• Keep up-dated on fixed contract charges: i.e. internal plant charges, vehicle lease and insurance costs.
• Raise invoices and save to file, sending onto internal staff/clients. Creation of the invoice log. Ensuring all necessary back up is attached to invoices.
• Updating the Open Orders file with monthly invoicing and adding new contracts/variations.
• Check payment certificates/recharges from the client to ensure payment will be received for all completed works and liaising with the client account manager.

Key Performance Indicators

• Operatives timesheet submission and monthly invoicing is completed accurately and in a timely manner
• Admin queries are dealt with promptly and responses communicated to the relevant parties
• The Office runs smoothly and outputs are consistent and of the standard required without the need for management intervention
• All paperwork relating to changes in terms and conditions are submitted on time to Payroll by the monthly Payroll cut-off date

Knowledge and Skills

• Proven track record in a busy admin role.
• Proficient in Microsoft Office Packages, particularly Word, Excel, PowerPoint and Outlook.
• At least an NVQ Level 2 or equivalent in business admin.
• Excellent verbal and written communication skills, with the ability to effectively communicate with a diverse range of people.
• Demonstrable aptitude to utilise information technology including spreadsheets, email etc.
• Excellent relationship building skills.

Personal Qualities

• You will have the ability to work professionally, efficiently, structured and organised
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Demonstrable ability to deal with difficult people.
• Dependable and conscientious.
• Capable of dealing with both routine and non-routine matters.
• Pays attention to detail, particularly with regard to recording of information to be used by others.
• Demonstrable ability to work as part of a team

The Package

• Salary £23,000 - £25,000
• Monday to Friday 8:00am - 5:00pm
• On-site parking
• Holiday entitlement
• Pension scheme