Job Description:
Role Purpose
The Office Administrator is responsible for providing comprehensive and proactive administrative and operational support to facilitate the efficient delivery of business activities across the organisation. The role serves as a key coordination point between office administration, operational delivery teams, and project management functions, ensuring that processes are executed accurately, consistently, and within required timeframes.
The position plays an integral role in maintaining the integrity of operational systems and records, supporting the lifecycle of jobs from initiation through to completion and invoicing readiness. This includes responsibility for ensuring that labour data, timesheets, and associated job costs are accurately recorded and verified, enabling effective financial control and timely invoicing.
In addition, the role supports the smooth running of day-to-day office operations, contributes to reporting and compliance requirements, and assists with logistical coordination such as travel and accommodation arrangements. The Junior Operations Assistant is expected to work with a high level of attention to detail, manage competing priorities, and communicate effectively with colleagues at all levels to support operational efficiency within a fast-paced working environment.
Key Responsibilities
Administrative Support
- Provide general administrative support including filing, data entry, and document management
- Manage incoming telephone calls, ensuring enquiries are handled professionally and directed appropriately
- Maintain accurate and up-to-date records across all systems
- Prepare reports, correspondence, and presentations using Microsoft Office and Google Workspace
- Coordinate schedules, meetings, and appointments
- Support general office tasks including photocopying, scanning, and email correspondence
Operational Coordination
- Progress jobs from in-progress to authorisation status once operational work is complete
- Ensure all job information, including labour and cost data, is complete and accurate prior to authorisation
- Maintain system updates to reflect real-time job status
- Support coordination between operational teams and Project Managers
Labour and Timesheet Management
- Complete and maintain engineers’ appointment records
- Cross-check labour entries against submitted timesheets to ensure accuracy and completeness
- Identify, investigate, and escalate any discrepancies
Authorisation and Invoicing Support
- Flag jobs that are ready for invoicing and notify relevant Project Managers
- Ensure all labour and supporting information is in place prior to invoicing
- Monitor invoicing timelines and proactively follow up with Project Managers to ensure invoices are raised within 3 working days
- Maintain accurate tracking of job authorisation and invoicing status
Financial Administration
- Total and monitor purchase orders (POs) associated with jobs
- Support cost tracking and reconciliation activities where required
- Logistics and Coordination
- Arrange hotel and accommodation bookings for engineers and operational staff
- Ensure travel arrangements are practical and cost-effective
- Maintain accurate records of bookings and confirmations
Reporting and Compliance
- Assist in the preparation and collation of KPI reports
- Support the completion of quarterly returns
- Contribute to RDCO monthly reporting processes
- Ensure reporting deadlines are met with accurate and complete data
Skills & Experience
Essential
- Strong administrative and organisational skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Competence in Google Workspace applications
- High level of accuracy and attention to detail
- Strong written and verbal communication skills
- Ability to prioritise workloads and manage multiple tasks
- Professional telephone manner
Desirable
- Previous experience in an administrative or operations support role
- Understanding of basic financial and invoicing processes
- Personal Attributes
- Reliable and dependable
- Proactive with the ability to take initiative
- Flexible and adaptable within a fast-paced environment
- Strong team player with a collaborative approach
- Professional, approachable, and confident
Additional Duties
- Undertake any other reasonable duties commensurate with the level of the role, as requested by management, to support the needs of the business
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Private medical insurance
- Referral programme
Work Location: In person
