Office Manager/ PA

Role Description

Fully work from home (quarterly in person meeting in Kent)

Monday to Friday 9:00am – 5:00pm

£35,000 – £40,000 per annum (depending on experience)

Our client, a successful business in the construction industry are looking for an office manager/ PA to join their small team. This role will be a pivotal part of the business and will support two directors in maintaining and managing operations across the business.  They need someone who is approachable, naturally supportive, reliable and collaborative. They don’t just need an office manager they need a team member that loves to work with us to help us run our small successful niche business that is extremely important to them.

Key Responsibilities

• Provide day to day support to 2 directors including diary management, implementing and executing a structured inbox system to handle correspondence, scheduling and prioritisation and responding where able to. Taking calls when directors phones are on divert. 
• Oversee and control the administration of all limited company bookkeeping on XERO, including VAT, CIS, Payroll, ensuring all suppliers are paid on time. Liaising with accountant to draft final accounts and resolve mid term queries. 
• Oversee the management and renewal of industry accreditations such as Constructionline Gold, RISQS to guarantee continued compliance and certification. 
• Reviewing Polices and procedures
• Record Management
• Evidence Gathering 
• Monitoring and internal Checks
• Training and Communication 
• Liaison with Accrediting bodies and administering via the online platforms 
• Conduct due diligence checks on subcontractors and ensure it is kept up to date.
• Maintain and administer the Microsoft 365 environment, covering outlook, OneDrive and all associated application to ensure reliable operation and optimal performance. 
• Maintain and organise company files within Microsoft OneDrive ensuring documents are structured, up to date and easily accessible
• Overhaul and streamline the company’s filing and cloud-based document management
• systems for improved organisation and accessibility 
• Producing RAMS documentation based on project requirements. 
• Assist with the preparation of project reports in Excel and Word providing accurate data and documentation ensuring timely delivery for the Director.  
• Organise travel arrangements, order materials equipment, process paint samples for laboratory testing, organise and maintain calibration system of equipment.

Key Skills 

• Calendar and diary management
• Email and inbox administration
• Document and file management (including Microsoft OneDrive)
• Meeting scheduling
• Travel coordination 
• Advanced level of proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, OneDrive) with the addition of a PDF viewer editor such as Nitro Pro. Being main O365 System administrator
• Manage and configure outlook email systems, creating and maintaining mailboxes, folder hierarchies and providing user support. 
• Digital file organisation and cloud-based systems management
• Report preparation and formatting
• IT troubleshooting / liaison with IT support
• When required responsible for accurately importing data and images from field surveys into complex Excel spreadsheet reports for reporting purposes
• Assist in preparing and formatting Word documents, including setting images, proofreading text, and performing final accuracy checks
• Assist with maintaining site tracking systems on major projects to deliver precise, real-time position and progress reporting 
• Producing and maintaining documentation such as Risk Assessments & Method Statements (RAMS)
• Maintaining accreditations (e.g., RISQS) and compliance documentation.

Qualifications and Experience 

• Proven experience in a similar Office Manager/PA role, ideally within the construction industry
• Excellent organisation, communication and time management skills
• A high level of discretion, integrity and confidentiality
• Confident liaising with senior leadership and clients

Person Specification 

• Naturally curious and self-directed; when presented with something new, takes ownership to research, understand and implement solutions 
• A positive, team-oriented individual with a relaxed and approachable manner, maintain professionalism without taking themselves too seriously. 
• We are looking for someone who can take full control of the role, be initiative, self-sufficient, proactive and resourceful, capable of completing tasks without need for constant direction. 

The successful candidate will need to have access to a suitable workspace and effective internet connection.

If this sounds like the role for you, apply now!