Our client is an Engineering consultancy based in the heart of the city centre. We are looking for an experienced, enthusiastic and professional Administrator to join our team of approximately 30 people.

Key Responsibilities:

The primary role is to lead the administrative function and ensure the smooth running of the busy Manchester office, reporting to the Office Director. You will have the assistance of a full-time receptionist/administrative assistant. Specific tasks include, but are not limited to the following:

General administration

Leading and managing the administrative function
Answering and screening of calls
Sourcing and booking tickets and hotels for UK and overseas travel
Making arrangements for attendance at conferences/dinners
Catering – ordering lunches and providing refreshments for/at meetings in the office
Scanning, photocopying and filing
Maintaining supplies of stationery, photocopier materials, drinking water, tea/coffee, etc.
Arrangement of CPD sessions
Ordering and checking PPE and other Health & Safety equipment

Finance administration

Receive and process invoices from 3rd parties (print, gain approval from Project Manager and Office Director then send to the Finance Department)
Expenses management (gather from staff, check forms, gain approval from Office Director then send to the Finance Department)
Collate monthly employee expenses and forward onto finance department
Assist the Finance Department with debtor chasing and new client verification procedures
Assist in ensuring that the internal database is accurate and up-to-date with regards to project information, expenses, credit card and debit card transactions, timesheets etc. Also to include providing guidance and assistance to the Manchester personnel in its usage
Credit/Debit Cards (collect receipts, obtain authorisation and send to the Finance Department)
Petty Cash management (ensure kept up to date and usage reported monthly to the Finance Department

Project Related Duties

Use the company database to set up and maintain bid and project details for the Project Managers
Raising purchase orders
Upload/download drawings and documents onto/from web-based platforms such as 4Projects, Asite and others
Support the technical staff to contact and obtain information from suppliers and 3rd parties
Integrated Management System (IMS)
Obtain certificates from employees, landlord and other third parties to ensure that documents are kept up to date for certification at audits by 3rd Parties such as BSI
Assist in preparation for and during audits by external 3rd Parties
Ensure that Risk Assessments are carried out within date
Assist the training co-ordinator in the execution of annual PDP’s and subsequently sourcing suitable training courses
Working with the wider IMS team, ensure that changes/updates to the system are communicated to staff

Human Resources

Gain a good working knowledge of the HR system
Ensure that documentation is recorded as appropriate
Carry out inductions for new starters
Ensure that self-certification forms are completed and sent to the Finance Director and where necessary return to work discussions are carried out and subsequently filed
Ensure that holiday forms are completed, and the holiday spreadsheet is kept up to date
Ensure that online training courses are carried out and recorded as required
Liaise with the HR/Finance Director, HR Advisor and Training Co-ordinator as required

Other Tasks

Assist in costing and sourcing new or retained contracts for mobile phones, telephone systems, photocopier etc.
Become an active part of the office charity committee
Plan and arrange monthly team lunches and the annual Christmas Night Out

Key Requirements

Previous administration experience, ideally from an engineering background
The aptitude to work proactively on own initiative
Excellent verbal and written communication skills
Excellent Microsoft Office skills and an aptitude to learn how to use the HR system, document management platform and the company database
Enjoy working as part of a team both in the local office and across the company

In the first instance please apply by forwarding your CV, however, preference will be given to those who then follow up with a phone call.

Please contact Vicky at our Manchester office

Ritz recruitment – Employment Agency