Office Administrator

Hill McGlynn Recruitment; Maidstone; On-site; GBP 24,000 - 30,000; Full time

Job summary

Hill McGlynn Recruitment is seeking an experienced Office Administrator to join a well-established engineering contractor in Maidstone, Kent. You will manage timesheets, organise documentation and provide broad administrative support in a fast-paced office.

The role offers a permanent, full-time position with a friendly, professional team and flexible start/finish times. A strong background in office administration and excellent organisational skills are essential.

Qualifications

• Experience managing and processing timesheets.
• Proven experience in an Office Administrator/Project Administrator role.
• Experience in maintaining supporting documentation.
• Excellent organisational skills with attention to detail.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Experience maintaining accurate records and handling multiple tasks.
• Strong written and verbal communication skills.
• Ability to work independently and prioritise workloads.

Responsibilities

• Manage, process and maintain employee and subcontractor timesheets with accuracy and timely submission.
• Review timesheet records, identify discrepancies and coordinate resolution with relevant teams.
• Prepare and maintain project documentation, ensuring records are up to date.
• Provide general administrative support to management and operations teams.
• Assist with preparation, formatting and distribution of reports and documents.
• Maintain both electronic and paper filing systems.
• Coordinate project-related paperwork and administrative processes.
• Liaise with site teams, engineers, subcontractors and office staff to obtain information.

Skills

Timesheet management

Office administration

Microsoft Office

Communication

Organisational skills

Tools

Excel

Word

Outlook

Job description

Office Administrator

Location: Maidstone, Kent
Employment Type: Full-Time, Permanent
Salary: Competitive, dependent on experience

About the Role

We are currently recruiting for an experienced and highly organised Office Administrator to join a well-established engineering contractor based in Maidstone, Kent.

This is an excellent opportunity for an individual with a strong administrative background who enjoys working in a busy, fast-paced environment and supporting the smooth running of daily business operations.

The successful candidate will play a key role in managing employee timesheets, maintaining accurate documentation and providing general administrative support to the wider team.

Our client offers flexibility around start and finish times, making this a great opportunity for someone looking for a permanent position with a supportive and professional team.

Key Responsibilities

• Manage, process and maintain employee and subcontractor timesheets, ensuring accuracy and timely submission.
• Review timesheet records, identify discrepancies and liaise with relevant teams to resolve any issues.
• Prepare, organise and maintain project documentation, ensuring all records are accurate and up to date.
• Provide general administrative support to the management and operational teams.
• Assist with the preparation, formatting and distribution of reports, correspondence and supporting documents.
• Maintain accurate electronic and paper filing systems.
• Support the coordination of project-related paperwork and administrative processes.
• Liaise with site teams, engineers, subcontractors and office staff to obtain relevant information and documentation.
• Assist with data entry, record keeping and updating internal systems.
• Handle incoming telephone calls, emails and general enquiries professionally.
• Ensure all administrative tasks are completed efficiently and within required deadlines.
• Support the wider office team with additional administrative duties as required.

Qualifications & Experience

• Previous experience managing and processing timesheets is essential.
• Proven experience in an Office Administrator, Project Administrator or similar administrative position.
• Strong experience preparing, managing and maintaining supporting documentation is essential.
• Excellent organisational skills with strong attention to detail.
• Confident using Microsoft Office applications, particularly Excel, Word and Outlook.
• Experience maintaining accurate records and managing multiple administrative tasks.
• Strong communication skills, both written and verbal.
• Ability to work independently and prioritise workloads effectively.
• Previous experience within an engineering, construction, M&E or similar industry would be advantageous but is not essential.

Skills & Attributes

• Highly organised with excellent time management skills.
• Strong attention to detail and accuracy.
• Confident managing timesheets and administrative documentation.
• Professional and approachable communication style.
• Ability to work effectively within a busy office environment.
• Proactive attitude with a willingness to support colleagues.
• Reliable, adaptable and able to manage changing priorities.
• A positive, team-focused approach.

What's on Offer?

• Permanent position with an established engineering contractor.
• Competitive salary dependent on experience.
• Friendly and supportive working environment.
• Opportunity to become an integral part of a growing business.
• Long-term career stability and development opportunities.