Job Overview
We are seeking a detail-oriented and highly organised Office Administrator to provide multi-functional administrative services to our group of companies. They will support manufacturing, purchasing and finance functions to ensure a smooth and efficient administrative function for the business. This position requires strong organisational skills, proficiency in data entry, and a solid understanding of Microsoft 365.
Responsibilities
Purchasing
· Working with purchasing team to expediate purchase orders with suppliers and keep database up to date with real time delivery dates.
· Raise purchase orders for approval.
· Update prices on database.
· Save and upload supplier quotes to the database.
· Contact suppliers for quotes, availability and pricing.
· Research and source potential new suppliers.
· Enter new suppliers onto the company database, negotiate credit facilities, complete credit control application forms.
Manufacturing / Stock Control
· Enter new stock items onto the database (part number, description, commodity code, supplier etc).
· Check manufacturing documents have been completed and data recorded correctly. Scan, save and shred once reviewed.
· Update stock locations, quantities booked, enter timesheets, allocate parts to works orders.
· Record and produce KPI’s, as required and to ensure data collation.
Purchase ledger
· Process purchase invoices as per company protocol.
· Check supplier statements – resolve queries with suppliers / colleagues.
· Keep Supplier data up to date – for example, contact details, bank details etc.
· Process credit card expenses – cross check receipts, check expenses against allowances, code VAT and ensure Expenses Policy adhered to.
Health & Safety
· Ensure sub-contractors working at QMS premises provide RAMS prior to commencing work. Record RAMS and insurance details on the company database.
· Assist with audits, filing etc.
· Update lifting equipment register.
Quality
· Assist with the administration of our ISO9001 standard, ensuring records are up to date, creating reports, arranging external calibration and maintenance schedules.
Facilities
· Assist the office manager with duties to ensure the efficient running of the offices.
· Source trades for office maintenance (ensuring competitive pricing) – plumbers, electricians window cleaners etc.
· Record and monitor outsourced workwear for cleaning company – collections / deliveries are correct. Follow up any discrepancies.
HR
· Organise employee training and ensure in time communication to employees.
· To provide on the day support for external training providers.
· Provide administrative support, as required.
Experience
Essential

• Strong administrative skills, with excellent proficiency in Microsoft Office.
• Previous experience with ERP/MRP systems.
• Demonstrates efficiency, accuracy, and attention to detail, with strong organisational skills and the ability to adapt and multi-task.
• Self-motivated with a proactive approach to work and the ability to work independently within required time frames.
• Ability to take ownership and problem solve.
• Possess a positive, friendly attitude, with excellent interpersonal and communication skills.
• A willingness to learn and grow within the role.
• Enjoys administrative work!

Desirable

• Previous experience working within a manufacturing environment is preferred.

If you are passionate about providing exceptional administrative support, we encourage you to apply for this exciting opportunity as an Office Administrator.
Job Types: Full-time, Permanent
Pay: £22,308.00-£25,000.00 per year
Additional pay:

• Performance bonus

Benefits:

• Bereavement leave
• Casual dress
• Company pension
• Free parking
• Life insurance
• On-site parking
• Sick pay

Schedule:

• Monday to Friday
• No weekends

Ability to commute/relocate:

• Coalville, Leicestershire: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (required)

Experience:

• Administrative: 1 year (preferred)
• Purchasing: 1 year (preferred)

Language:

• English (required)

Licence/Certification:

• Driving Licence (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: In person
Expected start date: 04/11/2024