Office Manager

Andy File Associates Limited are working as a Recruitment Agency on behalf of our client with regards this permanent position. 

Duties and responsibilities

Dealing with all tender enquiries
Download & save all of the tender documents to a folder.
Send out tender enquiries to the Sub-Contractors usually by email. Ensure you follow quotes up before the return deadline.
When all of the information has been pulled together from the Directors, submit the final tender documents.

Contracts / Projects

Prepare the office files and site files once a project has commenced. Ensure all documents are filed in date order with the latest being visible. Ensure that drawings are labelled correctly.
Any revised information / new correspondence must be copied to the relevant parties to ensure the latest up to date information at all times.
Ordering of plant equipment and materials when requested.
Request Operation & Maintenance information from Sub-Contractors once works are completed.
Produce a Health & Safety Handover File on completion of the project (Microsoft Publisher)

Accounts

Raising sales invoices
Payroll – Weekly and monthly – Evolution
Paying suppliers on a monthly basis – Evolution
Inputting purchase invoices on to Evolution

General Office Administration

Answering the telephone
Dealing with the post
Typing letters
Responding to emails
Ordering stationery & maintaining the stock
Managing the employees holiday calendar
Managing utility contracts for the business
Ensuring the company vehicles insurance & tax are up-to date. Arranging service checks for company vehicles
Purchase of general cleaning products for the office

Health & Safety

Ordering and maintaining of PPE stock (Arco and Lyreco)
Liaising with Health & Safety Manager – producing H&S Files
Liaising with the external Health & Safety appointed contractor, arranging site visits and updating the health & safety management system when required.
Responsible for the annual renewal of CHAS.
Responsible for the annual renewal of Construction line
Ensuring all employee H&S qualifications are up to date
Liaise with Directors regarding the operatives renewing of health & safety qualifications and courses when required to keep their qualifications up to date. i.e. First Aid,  PASMA,  IPAF

Website

Maintaining the company website, keeping it up to date and expanding as necessary (Joomla technology).

Office cleaning 1hr per week.

Hours

Mon-Wed 9.30 – 5.00pm
Thursday 9.00 – 5.00pm
Friday 8.00 – 4pm

20 Days holiday per year (Jan – Dec)
Company pension scheme – The People’s Pension

Andy File Job Enquiry Form

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