Office Administrator / Receptionist

Job description

  Location
Slough, Berkshire
·  Salary
£ 18000 - £ 21000 / Year
·  Category
Office and Secretarial - Administrator
·  Job type
Permanent
·  Industry
Office and Secretarial
·  External Reference
JN-072018-15169

Do you have good communication skills?

Organised?

Ability to prioritise your key tasks and responsibilities?

My client a construction company based in Slough is looking for an Office Administrator / Receptionist to join their team.

This role has been designed to incorporate reception, vehicle & premises management, employee administration and general administrative support to departments across the company.

Hours

Full time: 8:30am - 5:30pm

Tasks

* Reception & General Office Admin

oTelephone calls - answer all incoming calls, announcing and transferring or taking messages and ensuring they are passed on to the correct person

o Front door - answering door, greeting visitors, giving refreshments and showing visitors to meeting room

o Deliveries - taking in all deliveries and checking with relevant person, all deliveries to be put away or in warehouse (entry lobby to be kept clear at all times)

o Emailed invoices - check and maintain the invoices mailbox, printing off all invoices, date stamping, bar-coding, scanning and distributing to relevant person - once invoices mailbox set up.

o Incoming post - opening and date stamping all post, bar-coding and scanning all invoices, scanning other documents if applicable and distributing to correct person.

o Outgoing post - packaging, labelling, logging (updating post book) and taking all outgoing post to the Post Office.

o Reception area - Ensure reception area is kept tidy

o Telephone System - Maintaining the telephone system (saving contacts etc.), updating telephone list with new numbers and distributing to staff.

o Emails - maintaining the email and estimating inbox folders ensuring all emails are logged if applicable, forwarded to the relevant person and any junk/unwanted emails deleted to keep the mailbox's tidy.

o Premises Maintenance/Utilities/Services - Liaising with service providers to get best prices and arranging all utilities (including yearly gas and electric rates, water rates, alarm, bins, cleaners, telephones, mobile phones, photocopier and other premise maintenance).

o Office Supplies/Tesco Shop - maintaining and restocking office supplies.

o Stationary - stock taking, maintaining stock levels and ordering stationary (getting the best prices possible)

o Photocopier - maintaining stock i.e. toner, paper etc. Supplying and keeping records of readings for CBE. Arranging repairs and servicing. Ensuring all machines are replenished with ink and paper.

o Drawings/Printing - sending over any required drawings to external printers and/or printing from drawing register.

o Admin - Filing/archiving, photocopying, scanning, typing and emailing where necessary

* Vehicles o New and Returning Vehicles - responsible for recording, keeping track of and liaising with Partner to arrange new vehicles/hire vehicles and the return of vehicles.

o Maintenance - Arranging all servicing, MOTs, breakdown recoveries and repairs.

o Mileage - Keeping track of mileage on all vehicles against the allowance and advising/alerting Partner accordingly.

o Congestion Charge - Set up ALL company vehicles on Congestion Charging and dart-charge to make sure they are paid automatically

o Fuel Cards - Ordering, recording and issuing fuel cards

o Trackers - responsible for arranging, updating, maintaining all trackers including checking recording movement against driver's invoice timesheet.

o Fines - Logging, scanning and paying or appealing all PCNs (including admin fees from leasing companies to be able to match against or chase if not received)

* Employee Admin o Attendance Management - entering holidays onto HR software, spreadsheet & Outlook calendar invites and keeping track of allowances. Providing payroll manager with Monthly holiday report. Logging all holidays, sickness, special leave and unauthorised absence

o Bupa - adding new members of staff and maintaining Bupa membership

o Training / Qualifications - ensuring each employee is current with the correct level of qualification. Booking training courses for PAYE and Subcontractors, maintaining all spreadsheets, records & copies of certificates etc. Maintain grant records where applicable. CSCS - ensure all employees are current with the correct level of card, complete forms, arrange H&S tests

o Enquiries - logging all enquiries. Entering on log, setting up new folders in k drive and setting up wallet folders. Look daily at info@ estimating@ hugh@ and passing over to Dan once logged.

* Contracts o New Contracts - Setting up new contracts ensuring all information is correct and up to date.

Setting up new contract folders on K Drive and maintaining organisation, making up lever arch files with contents and front sheet, Contract Details Form - Create with as much information as possible and save to T Drive, correspond with relevant CM etc. to gather details.

o Sales Contracts / Orders - Logging, maintenance & tracking all sales orders making sure they are returned in a timely fashion.

o Setting up new customers/clients ensuring all information is accurate and up to date. Liaising with Contract Team where necessary.

o Contract Archiving - boxing up, labelling, keeping records and arranging warehouse storage.

* Ad hoc duties o Providing general assistance to other departments when requested and taking on other tasks when required for holiday cover .

Essential Criteria:

·  Good communication skills - both orally and written.

·  Professional and friendly manner.

·  Team player.

·  Organised.

·  Ability to prioritise.

·  Maintain confidentiality of all information.

·  Positive attitude with a 'can do' work ethic.

·  Flexibility to adapt to new systems and ways of working.

This company offers 20 days holiday plus bank holidays and inclusive of Christmas, and private healthcare. Parking is also available.

Please apply now!

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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