Administrative Assistant

Construction & Building Maintenance Company

We are seeking a highly organised and proactive Administrative Assistant to support the day-to-day operations of a busy construction and building maintenance company. The role involves managing administrative processes from initial customer enquiry through to quotation, project delivery, invoicing, and payment collection.

The successful candidate will play a key role in ensuring projects are administered efficiently, documentation is maintained accurately, and financial records are processed using Xero accounting software.

The position requires excellent organisational skills, attention to detail, strong communication abilities, and the capacity to manage multiple tasks simultaneously within a fast-paced environment.

Key Responsibilities General Administration

• Answer incoming telephone calls and direct enquiries appropriately.
• Manage company email inboxes and respond to customer enquiries.
• Maintain company filing systems, both electronic and paper-based.
• Prepare, update, and manage spreadsheets, trackers, and databases.
• Schedule meetings and appointments.
• Order office supplies and manage stationery requirements.
• Maintain company records and documentation.
• Assist with general office management duties.

Customer Service & Client Liaison

• Act as the first point of contact for clients and customers.
• Log new enquiries and maintenance requests.
• Schedule site visits and surveys.
• Liaise with clients regarding project updates.
• Follow up quotations and customer enquiries.
• Build and maintain positive customer relationships.
• Handle customer queries professionally and efficiently.

Quotation & Tender Administration

• Prepare quotations from information provided by management.
• Issue quotations to clients.
• Maintain quotation registers and tracking systems.
• Monitor outstanding quotations.
• Follow up quotations to obtain feedback and secure work.
• Assist in preparing tender submissions and supporting documentation.
• Maintain records of pricing and tender information.

Project Administration

• Create project files and job folders.
• Issue work orders and job instructions.
• Maintain project trackers and progress reports.
• Monitor project documentation.
• Coordinate information between clients, subcontractors, suppliers, and site teams.
• Track project milestones and completion dates.
• Ensure all documentation is filed and stored correctly.

Purchase Orders & Supplier Management

• Raise purchase orders.
• Track supplier orders and deliveries.
• Monitor supplier invoices against purchase orders.
• Liaise with suppliers regarding pricing and delivery schedules.
• Maintain supplier records and contact information.
• Resolve invoice discrepancies where required.

Xero Accounting ResponsibilitiesSales Ledger

• Create and issue invoices through Xero.
• Ensure invoices are issued promptly following completion of works.
• Monitor customer accounts.
• Maintain accurate customer records.
• Reconcile payments received.
• Chase overdue accounts and outstanding debt.
• Produce aged debtor reports.

Purchase Ledger

• Process supplier invoices into Xero.
• Match invoices against purchase orders.
• Monitor supplier payment schedules.
• Prepare payment runs for management approval.
• Maintain accurate supplier records.

Bank Reconciliation

• Perform daily and weekly bank reconciliations.
• Allocate customer and supplier payments.
• Investigate discrepancies.
• Ensure financial records remain accurate and up to date.

Financial Administration

• Assist with cash flow reporting.
• Prepare financial information for management.
• Support accountants during month-end and year-end processes.
• Assist with VAT return preparation.
• Maintain organised financial records and documentation.

Contract & Compliance Administration

• Maintain health and safety records.
• Assist with RAMS documentation.
• Manage training and certification records.
• Track employee qualifications and expiry dates.
• Maintain insurance documentation.
• Monitor vehicle documentation, MOTs, servicing, and inspections.
• Ensure compliance records remain current.

Scheduling & Resource Planning

• Coordinate labour schedules.
• Book subcontractors.
• Schedule deliveries and site visits.
• Coordinate reactive maintenance call-outs.
• Manage company diaries and calendars.
• Assist in workforce planning and allocation.

Document Control

• Prepare and issue contracts.
• Maintain project correspondence records.
• Control document revisions.
• Manage electronic document filing systems.
• Ensure documents are distributed to relevant parties.
• Archive completed project files.

Payment & Credit Control

• Monitor outstanding invoices.
• Contact customers regarding overdue payments.
• Maintain payment schedules.
• Produce debt reports.
• Assist management in managing cash flow.
• Record and track retention monies where applicable.

Skills & Experience RequiredEssential

• Previous administrative experience.
• Strong organisational and time management skills.
• Excellent verbal and written communication skills.
• Good working knowledge of Microsoft Office (Excel, Word, Outlook).
• Experience using Xero accounting software.
• Ability to prioritise workload and meet deadlines.
• Strong attention to detail.
• Professional telephone manner.

Desirable

• Experience within the construction, maintenance, or building industry.
• Knowledge of construction terminology and processes.
• Experience raising purchase orders and processing invoices.
• Understanding of construction project administration.
• Knowledge of health and safety documentation.

Personal Attributes

• Highly organised.
• Reliable and dependable.
• Proactive and self-motivated.
• Professional and approachable.
• Able to work independently and as part of a team.
• Strong problem-solving skills.
• Ability to maintain confidentiality.
• Comfortable working in a fast-paced construction environment.

Pay: £15.00-£20.00 per hour

Work Location: Remote