Job Title: Office & Finance Administrator
Location: Watford
Salary: £22k – £26k DOE
Job type: Full Time – Permanent.
Emelec Building Services Ltd is an equal opportunities employer who specialise in building services serving clients in the Commercial, Industrial, Film, Medical, Retail and Leisure Sectors. Our services include all aspects of M&E and maintenance of commercial buildings including, new installations, repairs, modernisation, and refurbishment.
The Role:
Reporting to the HR & Operations Director, the Office and Finance Administrator will learn the efficient flow of the office finance administration procedures and supports the team by carrying out several office administration duties.
The Office and Finance Administrator will take on a wide range of tasks including invoicing, reconciliations, collating timesheets, handling queries from suppliers, clients and colleagues and general office and finance administration. Eventually acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone the Office and Finance Administrator will become key in providing support to the team and clients.
Key Responsibilities:
Finance
- Provide administrative support including filing, word processing, emailing and telephone duties
- Assists in the accounts receivable and payable process including raising sales invoices, remittance advice and purchase invoices via the companies SimPRO system
- Ensures all finance documents are raised in a timely manner to ensure jobs can be started promptly and payments are received in a timely manner
Administration
- Assisting the HR & Operations Director in the day to day running of the Office
- Helping the Project managers to prepare quotes and source information when required
- Source suppliers and sub-contractors where necessary, to provide materials and labour resources required to carry out the works
- Create and maintain a sub-contractor database
- Ensure constant communication with our clients before the need to be chased, ensuring the best customer service is achieved.
- Ensure excellent communication with management, clients, sub-contractors and suppliers at all times
- Constant communication with the Project Managers and Directors in order to understand job statuses
- Answer queries from clients, taking detailed messages when unable to help and passing on to the relevant person to help
- Ensure PQQs (pre-qualified questionnaires) and relevant insurances and certificates are obtained from new suppliers and are then kept up to date on the system
- Assist in managing Health and Safety and create method statements and RAMS efficiently as possible for all maintenance jobs
- Arranges meetings by scheduling appropriate meeting times in outlook calendars
- Manages a busy email inbox handling queries on behalf of the team
- Collects and checks post
- Manages reception area and looks after visitors
- Any other jobs the team require support with.
Person Specification
- Strong attention to detail
- Ability to work without supervision
- Excellent time management skills
- Exceptional communication and customer service skills
- Technical skills, including proficiency with Microsoft office programs
- Strong prioritisation and organisation skills
- Ability to handle confidential information strong record keeping skills
- Ability to multitask
Desirable Requirements:
- Knowledge of SimPRO is advantageous.
- Knowledge of Office to a good standard.
Employee Benefits
- 20 Days holiday rising a day a year to a maximum of 25 days holiday plus UK recognised Bank Holidays.
- Company Pension Scheme – Auto enrolment after 3 months
- Life Insurance – 4 x annual salary
- Company events
- Free Parking
- Tea and Coffee provided
Emelec is an equal opportunities employer.
Please click on the APPLY button to send your CV and Cover Letter for this role.
Candidates with the experience or relevant job titles of; Customer Service Advisor, Customer Service, Customer Relations, Client Services, Customer Support, Customer Excellence, admin, office administrator, Customer Service Advisor, Customer Service, Customer Relations, Client Services, Customer Support, Customer Excellence, branch administrator, financial administrator, FTP, trainee administrator, trainee branch administrator, trainee will also be considered for this role.
