Office Manager

Our client, located in Petts Wood, Orpington, near to transport links, is seeking to recruit an experienced Office Manager to join their small team

Hours: 9.00 am – 5.00 pm Monday – Friday

Experience within the construction industry would be advantageous.

Duties:

Daily

• Management of diaries & email communications for Director
• Answer the phone & take material/plant orders
• Create tender files ensuring all required project documents are included for pricing and quotation.
• Type & email quotes
• Move tender files for jobs procured, into project files and generate a finance tracker that will include associated sales ledger & purchase ledger costs & update spreadsheets every time a price for a variation is given
• Type & issue sub-contractor PO’s & create a price tab on the relevant spreadsheet

Weekly
• Collate sub-contractor invoices and check against site register
• Send any queries to Directors/Contract Managers
• Process weekly wages onto spreadsheets & In-sync sheet
• Make wages payments (to In-sync) plus any additional direct payment workers and expense payments
• Update job spreadsheets with wage totals and any values applied against sub contractor’s price on the price tabs
• Handle recruitment including on-boarding new staff members and sub-contractors.

Monthly

• Process applications & invoices for sending on last day of the month or before depending on project schedule.
• Update job spreadsheets with application & payment details & print new copies for the file.
• Update monthly application summary with payment & date details
• Create monthly list of supplier payments due, for Directors to view and approve payments
• Make payments that have been approved
• Manage all training requirements, associated paperwork and apply for grants
• Update training matrix, monitor certificate expiry dates and liaise with sub-contractors to renew
• Submit paperwork monthly to accountants for Construction Industry Scheme & VAT returns.
• Write copy and upload to our social media account.
• Develop and maintain connections with key suppliers and manufacturers and obtain competitive pricing for specified materials.
• Review retention

Annually

• Complete annual PQQ’s including health & safety & insurance information for clients
• Liaise with insurance companies for annual company & fleet insurance quotes
• Organise bi-annual social events & annual client gifting

Ad Hoc
• Manage the office space, including coordinating repairs and maintenance, maintaining office supplies, equipment and refreshments plus ensuring that the office environment is clean, safe, and conducive to work.
• Oversee the use and maintenance of office technology including laptops, phones, software applications & updates and coordinate IT support and procure equipment where required.

Please Note:
Due to the high volume of CV’s we receive it is not viable for us to respond to individuals. If you have not received a response within 7 days then please kindly assume your application has been unsuccessful in this instance