Administrator

Caledonian Recruitment Group Ltd; Moss-side; On-site; GBP 60,000 - 80,000; Full time

Job summary

A recruitment agency is seeking an Admin Support to provide operational assistance to their service department. The ideal candidate will be proficient in Microsoft Office, possess strong communication skills, and have a background in administrative roles. Responsibilities include managing documentation, booking travel, and assisting with health and safety compliance. The role offers a chance to contribute to vital operations.

Qualifications

• Strong communication skills are essential.
• Prior experience in an administrative role is preferred.
• Knowledge of Health & Safety policies is a plus.

Responsibilities

• Perform general administrative tasks including document control.
• Book travel arrangements ensuring cost-effective options.
• Manage purchase orders based on engineer-provided information.
• Coordinate visa applications and vaccination bookings for technicians.
• Compile and maintain project documentation and manuals.

Skills

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Strong professional telephone manner

Communication skills

Familiarity with document control procedures

Experience with purchase order processing

Attention to detail

Tools

Microsoft Outlook

Adobe Acrobat

Job description

Admin support required to provide admin / operational support to the service department.

Key Responsibilities

• Perform general administrative tasks including document control, processing expenses, and handling correspondence.
• Book travel arrangements using the online booking tool ensuring cost‑effective options align with required schedules.
• Expedite component deliveries and manage purchase orders based on engineer‑provided information.
• Coordinate visa applications and vaccination bookings for technicians prior to mobilization.
• Maintain emergency contact details and ensure technicians’ training is up to date; schedule refresher courses as needed.
• Compile and maintain project documentation including Dispatch Dossiers, Manufacturing Record Books (MRBs), and Operating Maintenance Manuals (OMs).
• Manage incoming and outgoing post, operate the company’s telephone system, and coordinate conference room bookings.
• Ensure adherence to document control procedures, record‑keeping policies, and timely submission of required documents to clients.
• Assist with Health & Safety compliance by implementing risk assessments and ensuring alignment with company safety policies.
• Process technician expenses through the online tool ensuring adherence to company policies.
• Assist the Quality Assurance Manager in implementing company procedures related to reception and administrative tasks.
• Assist with monthly invoicing.
• Assist with updating and reviewing training matrixes.

Qualifications

• Proficiency in Microsoft Word, Excel, Adobe Acrobat, and Microsoft Outlook.
• Strong professional telephone manner and communication skills.
• Familiarity with document control procedures and compliance regulations.
• Experience with purchase order processing and expense management systems.
• Knowledge of Health & Safety policies and risk assessment procedures.
• Ability to handle sensitive and confidential information with integrity.
• Strong attention to detail and ability to meet deadlines.
• Prior experience in a similar administrative or support role is preferred.