Key ResponsibilitiesFront Office & Client Service Greet customers, contractors, and visitors with a friendly and professional attitude. Maintain a welcoming and organised reception/office environment. Respond to and manage inbound emails, ensuring professional and timely correspondence with clients and internal teams. Liaise with clients to coordinate job details, clarify requirements, and resolve administrative queries. Job & Project Administration Create and manage job entries in the internal management system. Maintain and update the job register, ensuring all records are accurate and current. Upload and manage relevant documentation for each job (e.g., safety documentation, project files, compliance records). Provide administrative support to Project Managers, Estimators, and Directors. Timesheets & Payroll Support Check and reconcile staff timesheets for accuracy and completeness. Follow up on discrepancies and ensure correct allocation of hours to jobs. Invoicing & Financial Administration Generate invoices based on job data, timesheets, and project documentation. Ensure billing is accurate and issued in a timely manner. Maintain supporting documentation for audit and compliance purposes. Assist with basic accounting or invoicing tasks as required. General Administration & Office Support Provide day-to-day administrative support across the business. Perform filing, data entry, records management, and document control. Coordinate travel arrangements, room bookings, and organise catering as required. Support contractor and vendor onboarding and compliance requirements. Perform other office support and ad hoc tasks as required. Skills & Experience Required Proven experience in an administrative or office support role. Excellent written and verbal communication skills, with a strong client-service orientation. Highly organised, with strong attention to detail and the ability to manage multiple tasks simultaneously. Strong data-entry accuracy and numeracy skills. Proficiency in Microsoft Office (Word, Excel, Outlook) or similar office software; ability to quickly learn internal management systems. Basic accounting or invoicing experience (or willingness to learn). Ability to work independently while also collaborating closely with internal teams. Discretion and professionalism when handling sensitive client and staff information. Previous experience in the construction industry is highly regarded. Personal Attributes Proactive and self-motivated. Reliable and accountable. Strong problem-solving skills. Positive and professional attitude. Ability to work efficiently in a fast-paced environment. Key Performance Indicators (KPIs) Accuracy of job entries and documentation. Timeliness and accuracy of invoicing. Minimal timesheet discrepancies. Efficient and professional email correspondence. Up-to-date and compliant job register. Positive feedback from clients and internal stakeholders. Job Type: Full-time Work Location: In person
