Office Administrator - Purple Placements : Job Details

This post will provide administrative support to the Administration Manager, the admin team provide a complete support service for our organisation.The ideal candidate will be a hard-working professional looking to develop their skills in a variety of office support tasks in a quick pace office environment. They must have excellent communication and organisational skills, work diligently under pressure and work effectively in a team environment . This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.Typically, the daily duties of the Office Administrator will include:Ø Meet and greet visitors to the company in a professional manner.Ø Answer incoming telephone calls, taking messages or transferring calls.Ø Sort and distribute post and emails in a timely manner.Ø Organise the Finance mailbox and ensure emails are in the appropriate foldersØ Processing of purchase invoices and credit notes onto in-house system, 'Dynamics' in time for the month end closureØ Ensure that all invoiced items have been received and are assigned to correct job codesØ Resolve all invoice queries, ensuring the invoice query folder is kept updatedØ Checking Sub-Contractor invoices for accuracy and process in line with our scheduling system, amending any discrepanciesØ Maintaining the Sub-Contractor matrix, ensuring all current Insurances, training certificates and T&C's are received and filedØ Supplier Statement reconciliation.Ø Processing of employee mileage expenses onto systemØ Setting up of new Vendors & Clients onto the systemØ Issue Remittance advices to SuppliersØ Collate and reconcile Credit Card receipts weekly and assign receipts to correct job codesØ Monitor employee expenses and receipts within the company system Ø Add current project numbers to expense system Ø Assist with the booking of staff training courses and maintain the employee training matrixØ Filing & Archiving (electronic and paper).Ø Support and cover for other administration team members while they are on annual leaveØ Run company's errands to post office, key cutting etcØ Sign for goods received when required.Ø General data entry and ad-hoc administration duties.Ø Maintain trusting relationships with suppliers, customers and colleagues.