Administration Manager

Our client is a rapidly expanding civil engineering company based in Chesham. They are looking to recruit an experienced Administration Manager to join their growing team due to the growth and success of the business.

Job Purpose

Managing the office budget, dealing with staff issues and establishing and maintaining policies and procedures, as well as creating and maintaining a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety.

Role & Responsibilities

• Scheduling meetings and appointments within the office.
• Ordering stationery and equipment.
• Maintaining the office condition and arranging necessary repairs.
• Updating and maintaining office policies as necessary.
• Organising office operations and procedures.
• Coordinating with IT department on all office equipment.
• Ensuring that all items are invoiced and paid on time.
• Managing contract and price negotiations with office vendors and service providers.
• Managing office budget, ensuring accurate and timely reporting.
• Providing general support to visitors.
• Addressing employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements).
• Liaising with facility management vendors, including cleaning and security services.
• Planning in-house or off-site activities, like parties, celebrations and conferences.
• Responsible for managing office services by ensuring office operations and procedures are organised, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
• Ensuring that results are measured against standards, while making necessary changes along the way.
• Designing and implementing filing systems.
• Ensuring filing systems are maintained and current.
• Establishing and monitoring procedures for record-keeping.
• Ensuring security, integrity, and confidentiality of data.
• Overseeing adherence to office policies and procedures.
• Analysing and monitoring internal processes.
• Implementing procedural and policy changes to improve operational efficiency.
• Handling customer enquiries and complaints by answering the phone and replying to emails in a timely manner.
• Providing administrative support via phone or email.
• Performing other clerical receptionist duties such as photocopying, transcribing, filing, keeping records of office expenses, sorting and distributing paperwork, and so on.
• Responsible for the up-to-date maintenance and implementation of all staff training to ensure compliance set by the board of directors.

Any other duties the Company believes it can reasonably expect from you.

Key Objectives for the Role

The Administration Manager will organise and coordinate all office administration and procedures, in order to ensure organisational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation. Knowledge of the construction industry is desirable.

Company Standards

• Reputational interests.
• Strong interpersonal, negotiation and communication skills.
• Problem Solving.
• Decision making.
• Time management.
• Attention to details.

If interested in applying for this exciting Administration Manager role, please forward your CV to Anna Maguire. Whilst we will endeavour to contact you following your response, occasionally due to the high volume of applications this cannot always be possible and we are only able to contact shortlisted candidates. We will keep your details on file and may contact you with future opportunities.