Office Administrator

OMGkPop; Manchester; Hybrid; GBP 18,000; Part time

Job summary

A specialist recruitment agency is seeking a proactive Office Administrator in Manchester to handle administrative tasks for a growing business. Initially part-time, transitioning to full-time, you'll manage timesheets, invoicing, and ensure the efficient running of the office. The role requires strong organizational skills and experience in administration, with a focus on supporting the team in the wind renewables and oil & gas sectors.

Qualifications

• Strong organizational and communication skills are essential.
• Proficiency in Microsoft Office, particularly Excel and Word is required.
• Attention to detail and a commitment to accuracy are crucial.

Responsibilities

• Manage timesheets and handle general administrative tasks.
• Prepare and send invoices, reconcile bank transactions.
• Maintain organized digital files and assist with payroll support.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Education

Previous experience in an administrative role

Tools

Microsoft Office

Bullhorn ATS/CRM

Microsoft Business Central

XERO

MITS

Job description

Location: West Didsbury, Manchester (Hybrid - 1 day on-site, 2 days WFH)

Position Type: Part-Time (3 days per week), transitioning to Full-Time within 6 months

Salary: Circa £18,000 per annum for 3 days per week

About The Role

Are you an organized and proactive individual with a knack for administration and a passion for supporting a growing business? My client, a specialist recruitment agency operating exclusively in the contract market, is seeking an Office Administrator to join their team in West Didsbury. Initially, this role will be part-time, with a transition to full-time expected within six months. This is an exciting opportunity to be part of a rapidly expanding company and contribute to its success in the wind renewables and oil & gas sectors.

In this role, you will provide comprehensive administrative support to the team, ensuring the smooth running of the office. Your duties will include managing timesheets, coordinating schedules, handling correspondence, and maintaining office systems. You will work closely with the founders to support their day-to-day operations and help drive the company's growth. Your attention to detail and ability to manage multiple tasks will be crucial in ensuring that all administrative processes are handled efficiently and accurately.

Key Responsibilities

As the Office Administrator, you will play a crucial role in maintaining office efficiency. You will manage timesheets, a critical task that must be completed on Mondays and Tuesdays, with the third day being flexible. You will handle general administrative tasks such as answering phones, responding to emails, and coordinating meetings. Additionally, you will assist in preparing reports and presentations, ensuring all documents are accurate and professionally presented.

Your responsibilities will include finance and invoicing tasks, such as preparing and sending invoices to clients for contract placements, checking and verifying contractor hours and rates, and updating internal logs to track invoice status. You will reconcile bank transactions, follow up with clients on unpaid invoices, and ensure all suppliers are paid on time. Payroll support will also be part of your role, including approving and processing internal employee salaries and sending out payslips.

You will be responsible for keeping digital files and folders organized, notifying the team of any updates or changes to file structures or processes, and maintaining up-to-date contact records for all key suppliers and service providers. Additional administrative support will include obtaining and sending CIS statements to candidates, understanding when to apply VAT or reverse VAT on invoices, and completing contracts for field employees.

Required Skills And Qualifications

To excel in this role, you will need previous experience in an administrative role, preferably within the recruitment or wind energy sector. Strong organizational skills and the ability to manage multiple tasks effectively are essential. Excellent communication skills, both written and verbal, are crucial, as you will be the first point of contact for many stakeholders. Proficiency in Microsoft Office, particularly Excel and Word, is required. Attention to detail and a commitment to accuracy are also important, as you will handle sensitive information and ensure all records are up-to-date.

Experience with systems such as Bullhorn ATS/CRM, Microsoft Business Central, XERO, and MITS would be beneficial but not essential, as training will be provided. Knowledge of IR35 on/off payroll and basic accounting principles would also be advantageous.

Desired Personal Attributes

My client is looking for someone who is enthusiastic and motivated, with a strong work ethic and a proactive approach to work. You should be adaptable and able to manage multiple tasks and priorities, with a commitment to continuous professional development and staying current with industry standards. A positive attitude and eagerness to learn and grow within the team are essential. A team player mindset with a can-do attitude is highly valued.

About The Company

My client is a specialist recruitment agency operating exclusively in the contract market, providing both blue and white-collar recruitment services to clients in the wind renewables and oil & gas sectors. What sets them apart is their deep-rooted industry knowledge, with the founders having hands-on experience in the sectors they now recruit for. In addition to recruitment, they provide business consultancy services to help clients streamline their field operations and improve workforce efficiency.

Currently, they have 65 field personnel on active rotation across the UK and 3 personnel in the EU. With an exclusive EU expansion deal signed with a FTSE 100 company, they are expecting to more than double their headcount to 150 by next year within the wind renewables sector. This is a family-run business with big plans for growth, and they are excited to bring someone on board who can grow with them.

How To Apply

If you are an organized and proactive individual with a passion for administration and a desire to support a growing business, we would love to hear from you. Please submit your CV and a cover letter detailing your relevant experience and why you are interested in this role.