Office Administrator

Keltbray; Basildon; On-site; GBP 20,000 - 26,000; Full time

Job summary

Keltbray is seeking a highly organised Office Administrator to support day-to-day operations across multiple departments in Basildon. You will handle calls, manage records, prepare site packs, arrange travel, and ensure documents are filed accurately.

The role requires strong MS Office skills, excellent communication, and the ability to work both independently and as part of a team in a fast-paced environment. Previous admin experience is essential.

Qualifications

• Experience in an administration role with strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, particularly Excel, Outlook and Word.
• Ability to work independently and as part of a team.
• Experience with Coins, CRM systems and Multibase would be advantageous.

Responsibilities

• Manage incoming office telephone calls and enquiries.
• Chase, save and maintain air monitoring records.
• Prepare and replenish site packs upon return.
• Raise waste consignment notes.
• Scan, file and maintain company records and documentation.
• Send completed paperwork and reports to clients.
• Arrange travel and accommodation including hotel, flight, ferry and staff parking reservations.
• Enter exposure data onto the Multibase system.
• Record personal air monitoring information onto Multibase.
• Coordinate and book employee training courses.
• Verify training certificates and maintain training records.
• Record and produce meeting minutes.
• Create and maintain costing spreadsheets.
• Process company expenses (Mastercard/Amex).
• Produce KPI reports.
• Complete security documentation and compliance forms.
• Create and raise jobs on the CRM system for projects.
• Process New Contract Awards.
• Update project pricing information within the CRM.

Skills

Organisational skills

Time management

Attention to detail

MS Office

Tools

Multibase

CRM systems

Coins

Job description

Summary

We are seeking a highly organised and proactive Office Administrator to support the day-to-day operations of our business. This is a varied and fast-paced role that requires excellent administrative, communication and organisational skills. The successful candidate will play a key role in supporting multiple departments and ensuring essential business processes run smoothly.

Duties & Responsibilities

• Managing incoming office telephone calls and enquiries.
• Chasing, saving and maintaining air monitoring records.
• Preparing and replenishing site packs upon return.
• Raising waste consignment notes.
• Scanning, filing and maintaining company records and documentation.
• Sending completed paperwork and reports to clients.
• Arranging travel and accommodation, including hotel bookings, flight bookings, ferry bookings and staff parking reservations.
• Entering exposure data onto the Multibase system.
• Recording personal air monitoring information onto Multibase.
• Coordinating and booking employee training courses.
• Verifying training certificates and ensuring authenticity.
• Uploading and maintaining employee training records.

Additional Responsibilities

• Recording and producing meeting minutes.
• Creating and maintaining costing spreadsheets.
• Processing company expenses, including Mastercard and American Express statements.
• Producing KPI reports.
• Completing security documentation and compliance forms.

Cover Duties

• Creating and raising jobs on the CRM system for projects.
• Processing New Contract Awards.
• Updating project pricing information within the CRM system.

Requirements

• Have previous experience in an administration role.
• Possess excellent organisational and time-management skills.
• Have strong attention to detail and accuracy.
• Be proficient in Microsoft Office, particularly Excel, Outlook and Word.
• Be confident working independently and as part of a team.
• Have excellent written and verbal communication skills.
• Be able to prioritise and manage multiple tasks effectively.
• Experience with Coins, CRM systems and Multibase would be advantageous but not essential.

Diversity & Inclusion

We advocate for difference and champion diversity to foster an inclusive environment that allows our people to bring their true selves to their work every day and enable our people to thrive by promoting health and preventing harm. Keltbray welcomes everyone who shares our values, regardless of their age, belief, disability, ethnicity, gender identity, maternity status, marital status, pregnancy, religion, sex or sexual orientation.