Administration & Finance Assistant

​​​To view the full job description, see the attached job description at the bottom of this advertisment.

Main Duties:

• General office duties and administration support the Business, such as Data input, word processing and General Filing​​​​​​​
• ​​​​​​Provide efficient and effective administrative support, implementing computerised systems and keeping accurate records to facilitate the smooth running of the office.
• Manage the company document control systems - Pulse and SharePoint – updating information regularly, and carrying out imports and exports of information
• Manage the Company LinkedIn profile and other company social media platforms, creating content and respond to correspondence
• Opening and distributing incoming mail, and arranging postage of outgoing mail
• Arrange hospitality for office and onsite meetings and at external venues as required
• Monitor, update and file company records and drawings
• Assisting with the compilation of documents such as Health and Safety, tender & bid documents
• Collation of documents, printing and scanning of documents, Binding documents
• Assist with Pre-qualification and Business Development
• Manage ISO HSEQ & NHSS management system documents and collation of data
• Place and monitor purchase orders and process Goods Received notes on COINS Accounts system
• Assist with payroll preparation, and liaise with external payroll and other internal departments
• Organise training courses and update the Training Matrix
• Assist with credit control, raising sales invoices, chasing debt and running debtor’s reports
• Manage expenses, checking employee expenses and sending on for approval
• Check and collate credit card statements and receipts, coding monthly statements with the correct contract cost codes
• Ensure fuel and toll card bills are processed and coded with the correct contract cost codes
• Arrange flight, hotel and car hire or transport for business related travel as required
• Attend meetings as requested to take minutes
• Take in person, telephone and email messages and relay these to the appropriate person
• Greet visitors on arrival and inform team member their guest has arrived
• Assist with booking or allocating meeting rooms
• Support with other administrative, financial or reasonable duties which may be required

What you’ll bring

​​​​​​​As Administration and Finance Assistant, it is essential to have:

• Minimum 1 year experience in an administration, office support, finance, or accounts role
• Experience using Microsoft Office, particularly Excel, Word, Outlook, and Teams
• Experience maintaining accurate records and document control systems
• Experience processing purchase orders, invoices, expenses, or credit control activities
• Ability to communicate professionally, both written and verbal with internal and external stakeholders

It would also be desirable to have

• Experience using COINS, Pulse, SharePoint, or similar ERP/document management systems
• Experience assisting with payroll administration
• Experience supporting tender submissions and pre-qualification questionnaires (PQQs)
• Experience maintaining ISO, HSEQ, or NHSS management systems
• Experience managing LinkedIn or other business social media accounts
• Experience within the construction, utilities, engineering, or facilities management sectors