Office Administrator - Melhuish & Saunders

At Melhuish & Saunders, we take pride in being the greatest building contractors in the South West. We are seeking an enthusiastic individual to join our team and become the face of excellence. As the Office Administrator, you play a pivotal role as the first point of contact for visitors and clients and staff, both in person, over the phone and through our digital channels. You are entrusted with creating a lasting first impression, reflecting the high standards that define Melhuish & Saunders.

You will need to be able to multitask and be flexible regarding your workload, we are looking for a real team player that is keen to work across all teams at Melhuish & Saunders which will make an interesting and diverse workload.

You will have a specific role and responsibilities, below are some key tasks you will undertake:

• Greet visitors warmly, create a welcoming atmosphere, and direct them appropriately.
• Answer all queries promptly and professionally.
• Send out and collate responses for tender enquiries for our Estimating team;
• Keep the reception area tidy and presentable;
• Manage incoming and outgoing post;
• Typing of documents and letters, printing, photocopying and collating multiple documents;
• Administrate the Pre Qualification questionnaires (PQQ process) for our trusted suppliers and subcontractors as well as other important documentation e.g. insurance details
• Manage reception area, including stock take, ordering, and issuing of company uniform, PPE, First Aid kits, stationary and other office supplies.
• Keeping our asset register up to date, and monitor and arrange company equipment calibrations.
• Assist the Vehicle Manager with tasks relating to the company vehicles;
• Assist the Estimating team with the tenders, sending out and collating responses for our tender enquiries;
• Assist the Accounts team by reviewing delivery tickets to invoices;
• Reviewing Local Authority Planning applications and sending company promotional packs;
• Work closely with Site Managers, ensuring the smooth flow of paperwork and project-related tasks;
• Sending out a weekly staff update email to all;
• Keeping Sub Contractor and Supplier updated in the central database;

Project related tasks:

• Notifying our Health and Safety partner of a new site
• Creation of Works Order
• Issuing Verbal Instructions on behalf of a project team
• Creation of project folders for site and office
• Assisting with snagging sheets
• Monitoring performance reports
• Monitor our Client/customer feedback
• Recording and issuing documents to site
• Compiling Operating and Maintenance Manuals
• Assist with the contract preparation

Skills

• You will enjoy dealing with the public and have a polite, helpful manner.

Desirable skills include:

• Good written and verbal communication skills;
• Good IT skills
• Good organisational skills;
• Ability to manage a diverse workload;
• The ability to stay calm under pressure;
• Discretion and tact
• Discretion, tact, and courteous
• Efficient;
• Self-motivation and able to use initiative.

Qualifications & Experience

• GSCEs (or equivalent) in Maths and English.
• Demonstrated computer literacy.
• Previous experience in a similar role is preferred; however, training will be provided for the right candidate.

Remuneration

• This is a permanent full-time office-based position up to 34.5 hours a week: Hours of works are Monday to Thursday 9am till 5pm & Friday 9am till 4:30pm.