Office Manager - Excelcare Holdings : Job Details

Job Title: Office Manager - Construction Company

Location: Bromley/ Hither Green

Job Summary: We are seeking a detail-oriented and organised Office Manager to join our construction company's administrative team. The ideal candidate will be responsible for managing various administrative tasks including cross-referencing supplier invoices, utilising the DPO system, managing quotes for materials, coordinating with utility suppliers, and assisting with general office duties as assigned. This role is essential in ensuring the smooth operation of our construction projects and maintaining efficient communication with suppliers and team members.

Key Responsibilities:

Supplier Invoice Cross-Referencing:

• Review and cross-reference monthly invoices from all suppliers, ensuring it aligns with the DPO (Digital Purchase Order) system.
• Ensure accuracy of invoices, quantities, and prices.
• Resolve any discrepancies or issues with suppliers promptly.
• Input all this correct data onto Barclays.Net with the relevant supplier details, which then the Line Manager will check and process for payment.

Labour Invoice Management:

• Assist with processing and verification of labour invoices.
• Review labour invoices for accuracy, including hours worked, rates, and any additional expenses, ensuring it aligns with the DPO (Digital Purchase Order) system.
• Ensure that labour invoices are submitted in a timely manner by contractors and subcontractors.
• Coordinate with the finance department to ensure prompt payment of labour invoices.
• Maintain organised records of all labour-related financial transactions and invoices.
• Address any discrepancies or issues related to labour invoices.
• Management Team will authorise all correct labour invoices, to then be inputted onto Barclays.Net with the relevant account details, which then the Line Manager will check and process for payment.

Invoice Documentation and Record-Keeping:

• Organise and categorise all incoming supplier invoices and labour invoices.
• Create and maintain folders or digital files for easy storage and retrieval of invoices and ensure they are systematically saved.
• Collaborate with the accounting department to send all invoices for record-keeping and financial reconciliation purposes.
• Ensure that any fines raised within the team, whether Management or Contractors, are logged accordingly and consistently up to date.

DPO System Management:

• Utilise the company's DPO (Digital Purchase Order) system to process and track procurement requests.

Microsoft Teams Updates:

• Ensure that information shared on Microsoft Teams is accurately recorded to the appropriate folders and files.

Utility Supplier Management:

• Act as the point of contact for utility suppliers related to our construction properties.
• Monitor utility bills and ensure timely payments.
• Coordinate utility connections and disconnections for construction sites.

Council Tax Exemption Management:

• Act as the point of contact for managing Council Tax exemption requests related to construction properties.
• Ensure timely submission of Council Tax exemption applications and supporting documentation.
• Liaise with local authorities or relevant agencies to facilitate the exemption process.
• Maintain records of Council Tax exemption status for each construction property.
• Monitor and update Council Tax exemption status as construction projects progress or properties change ownership.
• Collaborate with the accounting department to account for any Council Tax exemptions in financial records.

Building Control, HSE, and Party Walls Compliance:

• Take responsibility for compliance with Building Control regulations, HSE guidelines, and Party Wall requirements for construction projects.
• Complete and submit all required forms and documents to relevant authorities, such as Building Control departments and the Health and Safety Executive (HSE), in a timely manner.
• Ensure that all necessary permits, licenses, and approvals are obtained before the commencement of construction activities.
• Maintain accurate records of submitted forms, permits, and correspondence with regulatory authorities.

Project/Platform Management and Support:

• Use Asana to track project tasks and deadlines.
• Assist in scheduling all level of priority tasks.
• Ensuring adherence to policies and procedures, verifying compliance within the team.
• Creating weekly reports for Senior Office Manager regarding BambooHR and all employees utilising. This must include a breakdown of each employee and their overall hours.

General Administrative Tasks:

• Assist with general office tasks such as filing, data entry, answering phones, and managing office supplies.
• Handle incoming and outgoing correspondence, emails, and calls.
• Provide administrative support to various departments as needed.

Qualities:

• Proven experience in administrative roles, preferably in the construction or related industry.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with project management tools like Asana or similar software.
• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and prioritise tasks effectively.
• Knowledge of procurement processes and supplier management is a plus.

Education and Experience:

• Previous experience in construction administration or a related field is highly desirable.

Benefits of joining us include:

• 28 days Annual Leave (Including bank Holidays)
• Working with a well-established, driven and motivated company
• Contributory Pension Scheme
• Discretionary Company Bonus Scheme
• Annual Salary Review

Claud Investments Ltd is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees. We encourage candidates from all backgrounds to apply.