Office Admin Assistant

Joseph Gallagher Limited; Leeds; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Discretionary bonus

Life assurance

Generous pension

Awards vouchers

Employee assistance

Job summary

Joseph Gallagher Limited is seeking an Office Administrator in Leeds to support project teams and office staff, ensuring smooth day-to-day operations and aiding the delivery of engineering projects.

The role covers reception, document management, travel arrangements and expense processing with a strong emphasis on organisation and communication. Benefits include a discretionary bonus, life assurance, generous pension, and 31 days leave.

Qualifications

• Essential: excellent organisation and attention to detail.
• Essential: good verbal and written communication.
• Proficient with Microsoft Outlook, Word, Excel and Teams.
• Ability to prioritise multiple tasks and manage telephone enquiries professionally.

Responsibilities

• Answer and direct telephone calls.
• Manage shared inboxes and respond to routine enquiries.
• Welcome visitors and manage reception activities.
• Maintain office filing systems (electronic and hard copy).
• Organise office supplies and stationery inventory.

Skills

Organisation

Attention to detail

Verbal communication

Written communication

Outlook

Word

Excel

Teams

Prioritisation

Telephone manners

Tools

SharePoint

ProjectWise

Document control

Job description

Location:Leeds Design Office
Contract:Full Time
Hours: Monday to Friday 8am to 5pm
Salary: Competitive (DOE)

Benefits: Discretionary bonus, life Assurance (x4 salary),generous pension, best practice awards / vouchers,employee assistance programme, an array of perks via JGG benefits platform,31 days annual leave (inc bank holidays)

Purpose of Role

Provide administrative support to project teams and office staff, ensuring the smooth day-to-day running of the office and supporting the delivery of engineering projects.

Key Responsibilities

Office Administration

• Answer and direct telephone calls.
• Manage shared inboxes and respond to routine enquiries.
• Welcome visitors and manage reception activities.
• Maintain office filing systems (electronic and hard copy).
• Organise office supplies and stationery inventory.

Meeting & Diary Management

• Schedule meetings and appointments.
• Prepare agendas and meeting packs.
• Record and distribute meeting minutes.
• Maintain team calendars.

Document Management

• Scan, copy and file project documents.
• Maintain document registers.
• Upload documents to SharePoint or project systems.
• Ensure records are accurately maintained and archived.
• Support document control activities.

Financial Administration

• Raise purchase orders.
• Process invoices.
• Support expense claims.
• Assist with timesheet administration.
• Maintain simple expenditure trackers.

Travel & Logistics

• Arrange travel and accommodation.
• Coordinate visitor access requirements.
• Organise team events and workshops.
• Support onboarding of new starters.

Skills Required

Essential

• Excellent organisation skills.
• Strong attention to detail.
• Good verbal and written communication.
• Microsoft Outlook, Word, Excel and Teams.
• Ability to prioritise multiple tasks.
• Professional telephone manner.

Desirable

• Experience with SharePoint.
• Experience with ProjectWise.
• Experience supporting engineering or construction projects.
• Knowledge of document control processes.

Company Background

The Joseph Gallagher Group is a family owned Civil Engineeringbusiness that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.

LIFE Culture

We're promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.

Disability Confident Committed

We area disability confident employer and we'recommitted to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Reasonable Adjustments

We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at [e-mail].