Office Administrator

Hall & Kay; Ascot; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in fire protection and security solutions seeks an Administration/Document Controller in Ascot. The role involves managing documentation, processing orders, and liaising with clients and project teams. Ideal candidates will have experience in construction or engineering, strong communication skills, and proficient IT abilities.

Benefits

25 days holiday plus bank holidays

Contributory pension scheme

Life assurance

Private medical scheme

Qualifications

• Experience in a similar role, ideally within construction, engineering, or FM industry.
• Excellent interpersonal and communication skills.
• Strong time management, organization, and prioritization skills.

Responsibilities

• Raising and processing orders for materials and subcontractor labor.
• Maintaining QA documentation and project folders for audits.
• Communicating efficiently with customers and project teams.

Skills

Interpersonal skills

Communication skills

Time management

Organization skills

IT skills

Job description

Job Title: Administration/Document Controller

Location: Ascot

Summary of Role

You will be responsible for administering the Major Projects, Small Works, and Gas & Detection project teams in London and the South. This includes maintaining QA documentation for all projects. You will work closely with our Engineering teams to ensure all orders and timesheets are processed correctly and timely, ensuring ongoing compliance with QA systems.

What You Will Be Doing

1. Raising and processing orders for materials, access equipment, plant, and tools.
2. Raising and processing orders for subcontractor labor.
3. Booking and issuing RAMS and Permits as required.
4. Creating new projects in the accounting system and ensuring current credit checks are obtained.
5. Preparing Pre-Qualification Questionnaire documentation and liaising with clients.
6. Processing all paperwork and maintaining up-to-date project folders for audit purposes.
7. Communicating efficiently with customers, Project Managers/Engineers, and the wider team.
8. Processing completion paperwork and workflow to finance.
9. Producing monthly performance reports and supporting client meetings.
10. Addressing customer queries and requests promptly, escalating when necessary.
11. Checking and processing timesheets and expense claims for project teams.
12. Serving as a point of contact within the office to direct communications appropriately.

What We Will Need From You

1. Experience in a similar role, ideally within the construction, engineering, or FM industry.
2. Excellent interpersonal and communication skills for liaising with customers and stakeholders.
3. Strong time management, organization, and prioritization skills.
4. Proficient IT skills, including experience with database and portal systems.
5. UK Driving Licence.

What You Can Expect In Return

1. Competitive salary, negotiable based on experience.
2. 25 days holiday plus bank holidays, with options to buy or sell days.
3. Contributory pension scheme, life assurance, and private medical scheme.
4. Hours: 36.5 hours/week, Monday to Thursday 8:45-16:40, Friday 8:45-16:00.

Additional Notes

You may be required to undertake a DBS check as part of your role at Hall & Kay.

How to Apply

Please submit a tailored CV outlining your relevant experience for this role.

About Hall & Kay

We deliver complex fire protection and security solutions, focusing on the lifetime value of projects. With over 140 years of experience, we design, supply, install, test, and maintain sprinkler, gas suppression, fire detection, and security systems. Our culture, 'the Hall & Kay way', emphasizes teamwork, safety, and adaptability, enabling us to build lasting relationships with clients across the UK.