Office Manager/Senior Administrator

Office Manager/Senior Administrator

Our client is a construction consultancy Company. They provide various services for the Construction industry such as protecting the contractor’s interests on construction, engineering or technology projects. Also identifying, investigating and solving financial and contractual challenges.

They now seek a Senior Administrator/Office Manager to provide a first-class service to the business, managing the day to day running of the office and various administrative streams.

Job Specification

• General administration tasks including, typing, filing, printing
• Booking of Company travel and accommodation.
• Collate and record Managing Director’s monthly expenses and input onto in house system, submitting monthly
• Collate and record Managing Director time sheet
• Bank company cheques
• Ensure any invoices for purchases for all offices are forwarded to Finance Associate as soon as practically possible
• Coordinate company property requiring courier service
• Complete New Supplier / New Client requests & questionnaires from Clients by email, post or portal.
• Create new project folders on dropbox/onedrive, import file structure and upload all documents
• Issue Sub Consultant agreements
• Update agreements checklist routinely
• Update Curriculum Vitae’s as required
• Update & record holiday requests on company availability planner
• Update & record employee holiday & sickness records
• Coordinate Company team meetings
• Organise Company social events including, Christmas Party and hosted industry events
• Monitor the Asset Register & coordinate with Finance Associate
• Update annual office rental agreements
• Update and monitor the Software Licenses Register
• Update Company letterheads etc as required and issue to management team
• Annually pay and record ICO certificate
• Annually coordinate & complete the required applications annually for Insurance Policies gaining financial information from Finance Associate
• Annually collect & record copies of Sub Consultant PI Insurance certificates
• Annually coordinate & update Company Policies
• Annually coordinate & update Risk Assessments
• Update Enquiry & Commission database liaising with Directors for information & extracting from emails
• Work closely with Accounts Department to coordinate monthly invoices and track any outstanding
• Check stationary stock and order where relevant
• Coordinate and keep record of networking events
• Create / develop a weekly dashboard for marketing and sales for presentation on a weekly conference call
• Undertake any reasonable request by Director
• Review and edit claims / expert reports in word format, to a legal template standard
• Proof read and cross reference detailed documents with appendixes and exhibits
• Bind or combine documents for formal submission, such as adjudication / arbitration
• Collate formal submission folders for hard copy submissions
• Check weekly/monthly time sheets for computation errors, project allocation, travel and expenses
• Extract timesheets into separate project invoices, including full cross reference of all billable hours
• Collate invoices and distribute to directors for approval
• Liaise with accounts/finance when submitting client invoices
• Log, track and ensure all invoices are received by clients
• Track payment of invoices and follow aged debt process for chasing or escalating recovery
• Calculate Consultants utilisation and compare against target, maintain monthly totals
• Compile average hourly fee amounts across consultants and projects, calculate averages per quarter
• Track revenue per Consultant and Director
• Track all outgoing documents and reports, ensure checked by a Director and stored in project files along with all supporting documentation
• Keep hard copy submissions of all reports and deliverables in a folder structure in the office
• Take minutes at monthly/board meetings, collate actions, distribute and chase resolution of actions
• Prepare / develop a board report for quarterly meetings, including performance, targets, achievements, etc
• Develop marketing releases for linkedin, event updates, publications and announcements
• Contact with professional bodies for events, publications and contacts

Qualifications / Experience t

Suitable applicants will have a strong administrative background, ideally within the construction industry. The ability to prioritise own workload is essential. Previous experience of office management, invoicing and producing legal documentation would be also be advantageous.

For more information regarding this position, please contact Sarah Attwell on 01204 541930 or at sarah@mtrp.co.uk.

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