Job Title: General Office Administrator

Location: Stevenage

Salary: Competitive

Job Type: Permanent, Full Time

About us

Garrard Building and Construction Ltd was established in 1946 and has built a strong reputation for providing a professional, reliable and friendly service.

Based in Stevenage, Hertfordshire, we operate within an approximate 50 mile radius, covering areas of the South East, Midlands, Anglia and London.

We are focused on building long term relationships with our clients by adding real value to their own service offering and by providing excellent customer service.

Summary of Role

Working within an Admin Team, this Role has primary responsibility for processing the initial stages of Job instructions received by the Company. A high level of customer service skills are essential as it involves communicating with the Company's clients, customers, suppliers and various internal teams. This role also has involvement within the payroll team, particularly with the processing of employee timesheets. This role requires someone who is proactive and efficient, with the ability to prioritise their workload, whilst maintaining a professional and friendly manner.

Main Duties and Responsibilities

Contract Administration

• Monitor and process e-mail within the Client mailboxes
• Process new enquiries, including collation of information from Client and creation of database record, network folder and, if required, a hard file
• Arrange survey visits with customers and clients
• Monitor estimate submissions and approvals
• Monitor schedule queries raised by clients and forward these to the applicable Estimator
• Monitor and process schedule approvals, including updating the database record, adding relevant files to the network folder and completing various approval checks
• Monitor and process cancellation instructions (schedules and jobs)
• Proactively monitor Jobs that are on hold or awaiting further instruction
• Ensure updates are carried out to the database systems for both Garrards and our clients
• Ensure a clear and concise audit trail is recorded whenever 'handling' a job, including the use of Tasks to proactively monitor ongoing actions
• Understand and strive to achieve our Clients' Service Level Agreements (SLA's)
• Arrange parking permits, where required

Payroll Administration

• Ensure timely data entry and calculation of weekly timesheets in accordance with company policies and procedures
• Monitor and review the submission of time sheets to ensure valid data transfer for each employee.
• Process vehicle mileage using a tracking system.
• Liaise with Managers, Accounts and HR with timesheet queries
• Ensure full compliance is maintained according to the company's code of confidentiality and data protection and ensure this is adhered to at all times

General Administration

• Perform the first point of contact for anyone calling into our main telephone switchboard, involving trying to answer basic queries, transferring the call to the correct member of our team or taking messages
• Provide other administrative support as may be required
• To undertake any training the Company deems necessary

Person Specification

Essential Skills

• Proactive and positive approach
• Organised and efficient
• Good verbal comprehension and written communication skills
• Contributes to a positive working environment
• Strong service ethos
• Commitment to service excellence
• The ability to work under pressure and to deadlines
• Ability to multi-task
• Ability to work effectively within a busy Company and as part of a team
• Strong attention to detail
• Good IT skills (knowledge of Microsoft Office, especially Excel)
• Analytical and numerical skills
• Diplomatic but assertive

Essential Knowledge and Experience

• Carrying out a customer service based role
• Working with Microsoft applications
• Working within a team environment
• Dealing with a high volume of e-mail traffic
• Working within insured building repairs
• Working towards an NVQ Level 3 in Business & Administration

Essential Personal Attributes

• Team player
• Calm under pressure
• Able to work to deadlines
• Thorough and conscientious
• Quality conscious
• Able to think quickly
• Professional appearance
• Pro-active/uses initiative
• Tactful and diplomatic
• Quality conscious
• Honesty and integrity in dealings with staff and clients/customer
• Flexible approach
• Able to build rapport and develop professional relationships with staff, contractors and clients/customers

Company Benefits:

All full-time Employees (excluding Directors) - based in the UK have a standard entitlement of 20 days paid holiday per year (April 1st - March 31st). The 8 UK Bank and Public holidays are in addition to the standard holiday entitlement. There is a pension scheme following a qualifying period

Please click the APPLY button to submit your CV for this role

Candidates with the relevant experience or job title of; Office Administrator, Administrator, Office Administration Assistant, Administrative Assistant and Office Coordinator may also be considered for this role

The Company is committed to diversity and equality of opportunity for all