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