Job vacancy: Job vacancy for Office Administrator for a busy Construction Firm

Creative Space Design and Build Ltd is a loft conversion and extension design and build company based in Epsom. We carry out residential construction projects throughout London and have a requirement for an Office Administrator to join our team. An effective admin team is crucial within the smooth running of our business. We are looking to appoint someone who has excellent customer service skills, is proficient with IT and has the ability to coordinate across our departments. Our office is a busy working environment with lots of tasks going on a once. 

We are seeking to appoint someone to join our office team to provide a professional and friendly front of house service along with ensuring the smooth running of the administration of projects. They must have a good level of knowledge of MS office (primarily word and excel), experience of a CRM system and demonstrate a high level of organization. The Office Administrator will ensure that all record systems are adhered to.

Job location:

The position is full-time based at our office in Epsom town center, a 5 minute walk from the train station.

Salary:

We are offering a starting salary of £25,000 per annum.

Duration:

This is a permanent position with an initial 6 months probationary period.

Job Description of Office Administrator

The responsibilities will include, but are not limited to:

·Answering and logging incoming calls

·Providing administrative support to other areas of the business such as management and build teams

·Maintaining an organised filing and recording system for all projects. 

·Maintain systems that record marketing items, build teams and project allocations. 

·Provide administrative assistance to the teams 

·Ensure that the project manager for each job provides an overview of each project on a weekly basis including (but not limited to) meeting minutes, photos and progress reports etc.

·General office duties.

For each new project the Office Administrator will carry out the following:

·Ensuring that a deposit has been received for each new project and confirm receipt by coordinating with accounts and requesting an invoice be sent to the client.

·Ensure a signed contract has been returned by the client and make sure the payment schedule has been drawn up and is the same as the payment terms in the contract

·Book a measured survey

·Ensure all project files contain all the correct and up-to-date documents

·Liaise with the project manager and build team to book the scaffold for each

·project

During the construction phase of each project the Office Administrator will carry out the following in conjunction with / to support the project manager:

·Ensure the PM has scheduled weekly update meetings with the build team and client for the progress of each project.

·Maintain a record of all scheduled meetings of the PM

·Ensure the PM has scheduled a weekly design meeting with the client and build team and keep track of times and dates for all meetings

·Ensure the PM files weekly meeting notes in each project file

·At the end of each project the office admin will chase up and ensure all the final certificates have been obtained and relevant copies filed and distributed.

·Liaise with the PM to ensure that final sign off has been received for each project and close the file.

·Ensure that the PM gets photos of each job and file these in each project file with appropriate dates and titles recorded.

Please send applications to: [email protected]

For more information about us please visit www.create-spaces.co.uk