Team Administrator

Location: Bristol
Salary: Competitive, according to skills and experience

Scope

Waterman is an engineering and environmental consultancy operating across the UK and working on an exciting range of development projects.  We are offering a predominantly office based role in our Bristol office to provide secretarial and administrative support to the WIE technical teams.

The successful candidate should have:

  • At least two years of prior experience of working in a similar role
  • Passion for excellent customer service, great communication (verbal and written English) and excellent people skills
  • A proactive, cheerful, and resilient disposition
  • A high level of accuracy and attention to written detail
  • Excellent organisational skills
  • Excellent working knowledge of Microsoft Office suite (i.e., Word, Excel, PowerPoint and Outlook)

Main duties & responsibilities

Duties and responsibilities of the Administrator are as follows:

Financial

  • Support project managers in the production of accurate Sales Invoices;
  • IMS/JSox – Project Set up and Maintenance – Use Agresso Financial Management system to accurately create new projects, create various financial reports. Update budgets/costs of project and work orders as requested. Ensure Compliance with JSox financial protocol and controls
  • Liaising with suppliers, subcontractors and raising purchase orders in Agresso

Business Development

  • Liaise with external companies to coordinate CPD arrangements

Project/Commercial Management

  • Maintain and regularly update the Microsoft Outlook Calendar for the regional teams;
  • Integrated Management System (IMS): Quality and Environmental Management systems: ensuring quality system is adhered to within your teams and that the appropriate files are up to date. Responsibility also for completing project QA forms with relevant staff.
  • Liaise with Facilities Management on general office supplies and office equipment maintenance;
  • Assist with the completion of supplier questionnaires and liaise with the various departments (Accounts, H&S, Legal) as required
  • Maintaining the software requirements within WIE and liaise with IT department
  • Hotel, hire car and courier bookings
  • Monitoring equipment sign in/out logs and calibration logs

Technical Support & Compliance

  • Maintain the required training records on the Agresso system in support of the project management requirements of your team.
  • Typing/formatting of general correspondence, for example letters, memos and meeting notes – distribute, dispatch and file, as appropriate.
  • Reports and plans: formatting, photocopying, collating and binding of reports in line with IMS requirements, quality checks and presentation procedures.
  • Maintain electronic project files, filing and other related documentation, in line with IMS procedures, as detailed on the Waterman Intranet. Archive projects when completed.
  • Meetings: facilitate meetings with clients at Waterman offices – pre-book meeting rooms, notify Facilities Management and order/provide lunch/refreshments (where appropriate) and provide a meet and greet service on arrival. You must ensure that the meeting room is cleared once the meeting has finished.
  • Help provide induction and off boarding to new starters and leavers in line with JSox and IMS procedures.
  • Answer switchboard calls and take office deliveries.

Health and Safety

  • Completion of in-house health and safety training;
  • Order PPE through Facilities Management;
  • Report any Health & Safety issues to your Director, Facilities Management or Office H&S Manager;
  • Monitor stocks of paper, toner and plotter cartridges ordering before stocks are too low.
  • Monitor first aid training requirements (new starters and renewal training).

 

Due to the COVID-19 pandemic, interviews may be carried out online or face-to-face, where considered appropriate. The continued safety and welfare of our staff and potential staff remain a priority. We have a covid risk assessment in place for all of our offices, which remain open for staff and visitors, in accordance with the specific government guidelines in place for each region.

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