Job Description

Job Summary
We are seeking a highly organised and detail-oriented Office Administrator to join our clients team. The successful candidate will play a crucial role in ensuring the smooth operation of of the office by managing administrative tasks, supporting staff, and maintaining an efficient work environment. This position requires strong organisational skills, proficiency in various software applications, and excellent communication abilities.

Duties

• Manage daily office operations, including scheduling meetings and maintaining calendars
• Raise sales invoice in Sage 50 and MRP system
• Accurately report Debtor status to FD
• Send customer statements
• Chase outstanding payments
• Record customer payments
• Deal with customer invoice queries
• Keep Sale Ledger up to date and tidy

Purchase Ledger

• Process and code all invoices onto Sage 50
• Check invoices against deliveries and purchase orders
• Accurately report to the FD when supplier payments fall due
• Reconcile supplier statements

HR

• Maintain holiday and absence records for all employees
• Ensure all clock-ins are accurate and complete
• Work with accountant to ensure all hours are correctly recorded in time for payroll

Office and Facilities Support

• Answer phone, check for phone messages, meet and greet visitors
• Maintain stock of stationery, PPE and first aid supplies
• Ensure weekly fire alarm test is carried out
• Maintain supplies of refreshments
• Ensure all records are kept and efficiently
• Oversee maintenance of ISO documentation
• Organise regular servicing and testing as required
• Materials ordering as required

Skills

• Sage 50
• Microsoft Office, especially Excel
• Organised and methodical
• Pro-active