Office Administrator

Our client urgently requires an Office Administrator to work for a local manufacturing company based in Corby.

Hours are Monday to Friday 08.00-17.00pm.

This role is permanent.

Tasks

The role and responsibility of the Office Administrator is to include but not be limited to the below:

1. Act in a professional and responsible manner to provide a role model in the workplace.
2. Adhere to Employee and H&S Handbook. Maintain Company and colleague confidentiality.
3. Line-manage and support administration staff. Allocate and oversee tasks as necessary.
4. Maintain or increase Administration efficiency, processes and training requirements and review.
5. Admin for Health & Safety and Housekeeping standards. Monitor correct paperwork.
6. Answer calls and greet visitors, maintaining visitor logging and safety.
7. Take telephone and email queries and enquiries and progress, noting where needed.
8. Monitor and act on or oversee all 3 email addresses – sales, accounts and own named.
9. Check sales invoices to QuickBooks and clients in timely manner. Issue in absence of administrator.
10. Facilitation ie purchases, services and consumables in consultation with Ops Mgr. Gain quotes.
11. Log petty cash expenditure and sales cash income. Number and file receipts. Balance and report.
12. Bank cash/cheque income. Provide copy remittances/cheques to Italy and file original remittance.
13. Log/file client information, price requests and quotes. Update MAGO in absence of administrator.
14. Process credit accounts, Companies House status, get references, authorise and limit via director.
15. Monitor credit issues notified from Italy or Director and (request) change status on MAGO to ADV.
16. Cost UK items using custom price list and margin list. Upkeep of margin list to MD requirements.
17. Add new transfer pricing to custom price list. Amend for changes. Process block sales price rises.
18. Log and issue first-time-purchase item MSDS to clients.
19. Add purchase invoices/cash paid invoices to QuickBooks and maintain soft copy files.
20. Monitor and file statements/chasing emails/letters. Cross check to QuickBooks.
21. Notify urgent status to MD for payment a.s.a.p. Arrange payment of proforma invoice purchases.
22. Produce monthly creditors analysis and format payments required. Log purchase ledger payments.
23. Provide reporting to Director etc. and or partner/government organisations. Report packaging.
24. Produce and maintain any and all spreadsheets necessary for administration.
25. HR Admin: Ads, interview, contractual documents, induction, ID. File, payroll and holiday set up.
26. Employee welfare, attendance logging, holiday diary/calendars, RTW, changes, PPE issue, notices.
27. HR consultant liaison, grievance, disciplinary, issues.
28. Payroll Admin: Log attendance, absence, hours, overtime, bonus and holidays.
29. Consult with Operations Manager, report pay requests to payroll provider and Agency providers.
30. Monitor timely provision of import documents for all parties – ops, Italy, courier and forwarder.
31. Monitor timely provision of export documents for all parties – ops, forwarder and client.
32. Cover Sales Administrator role for holidays and absence. Support Sales Admin at peaks times.
33. Be responsible for own data back up and monitor all.
34. Any and all other duties reasonably expected to aid the smooth running of Company operations.

• Outstanding verbal and written communication skills.
• Basic knowledge of accounting procedures such as bookkeeping and other general financial procedures.
• Proven experience in a related role such as Office Assistant, Receptionist or other relevant position.
• Knowledge of computer programs used in daily office administration functions such as word processors, spreadsheets and specialised office management tools.
• Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information.
• Excellent problem-solving skills, the ability to research and an aptitude for helping other people.
• Exceptional leadership, organisational and time management skills.
• If has experience in human resources admin this would be an advantage.

• Company pension scheme.
• Opportunity to progress.

Will be a two stage interview to attend.