Administrator x2

Job Description:

We are a long established and successful company within our field and we are now seeking an additional two Administrators due to an internal promotion and our continued success. Reporting into the Administration Manager and working alongside our other Administrators across the business, you will be a key part of our admin support team. Working from our modern office in Guildford, we can offer hybrid working with approx 2 or 3 days office based each week. We also offer free parking working Mon to Fri 8.30am to 5pm with 25 days holiday with a salary up to £30k plus generous annual employee profit share bonus scheme. The role would suit candidates with proven administration experience gained within a role that involves document management, document processing and liaison with external suppliers and 3rd parties now seeking a varied and bust administrative role within a forward thinking company who can offer job security and a competitive salary plus generous bonus along with hybrid working.

We are a leading consultancy within the construction sector and your role will be focussed on the Health and Safety aspects of our construction design projects and clients. As part of the project process a health and safety file must be produced with all the details of the construction project and documentation. This will include plans, designer drawings, fire certificates, electrical certificates, asbestos surveys, risk assessments, structural reports, commissioning certificates and all relevant documentation required to inform and assist in the future operation, maintenance and sometimes demolition of the building/s. It is a complete reference manual for each project and as soon as it is completed it is sent to the client site.

Therefore, the main duties of the role will be as follows and will be split across Health and Safety and more general office administration:-
Setting up new projects through Sage 200
Liaising with and chasing contractors and internal consultants to produce the files within set deadlines and ensure all relevant documentation is received.
Supporting the client account managers in reporting on monthly and quarterly construction activities
Accurately saving and transfer of data using internal systems
File production output maintained to support the organisation’s KPIs and objectives

Health & Safety Files
The main part of the administrator’s duties will be to liaise with our consultancy team to put together the health and safety file/manual and to ensure all the relevant paperwork is received and put into the file as quickly as possible and within deadlines for the project. This involves contacting and chasing up contractors, architects, and designers etc to provide the documentation for the files both by e-mail and by telephone. Two copies of the file are produced, one in hard copy and one in CD format. You will be managing multiple client packs at any one time.

Many of the people the administrators deal with are regular contacts and clients who they get to know well. Once all the documentation has been received the file will be completed and passed to the relevant CDM specialist who will check and do the final documentation for the file before it gets sent. Clients are charged per H&S file produced so they are an important revenue stream.

General Administration Duties
To answer and deal with telephone calls coming into the office and assist with managing the admin email inbox alongside your colleagues.
Assisting with the production of various reports both for our clients and for internal use, many of these on Excel spreadsheets.
Setting up new consultancy projects on the Project Accounting system (Sage 200)
Using in house job trackers and internal bespoke data management and CRM systems
Various other administration duties which may arise

To be successful as one of our Administrators, you should be well presented with an excellent telephone manner and a friendly and enthusiastic approach. You should have a methodical approach with a very good attention to detail and be used to managing your own caseload of work. You must be flexible with a positive “can-do” attitude and able to work to set processes and procedures with a tactful, diplomatic and measured manner – must be firm but always polite and friendly! You should be able to work on your own initiative and effectively manage own workload and prioritise efficiently. An excellent communicator who is used to working as part of a team and must be able to work to set deadlines and under pressure with a proven track record in administrative role that requires high attention to detail when collating documentation. You should have an excellent working knowledge of Word, Excel and Microsoft Office.
In return we can offer a generous salary plus annual bonus, free parking, WFH options and 25 days holiday plus the opportunity to be part of a successful and well established company as part of a friendly and professional team.

Please submit your CV asap for immediate consideration.

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