Administrator

Administrator Required - Full Time BS15 area of Bristol

Salary £29k negotiable for the right person

Great company culture

Brand new office

Are you an Administrator looking for a new full time office based role in the BS15 area of Bristol. Do you want to join a company that offer team days out, summer parties and a great culture to work in.

This Engineering Maintenance company are recruiting a Business Administrator to join their brand new office, you will work as a part of a team and be supported with various parts of the role when required.

We are after someone with good admin and customer service experience that can take ownership on one of their client accounts, be key point of contact for supply chain, Sub contractors and engineers working within the contract.

The Role

The Business Support Administrator / Coordinator will provide administrative and coordination support across the business, with particular responsibility for subcontractor onboarding, supplier and subcontractor administration, payment queries, and supporting the business with tender submissions.

The role acts as an important link between Operations, Finance, Procurement, Subcontractors and Suppliers, ensuring that information is accurate, processes are followed, and administrative tasks are completed efficiently and on time.

Main Duties:

Subcontractor Onboarding

• Coordinate the onboarding of new subcontractors from initial approval through to becoming an active supplier.
• Collect and maintain required subcontractor documentation, including insurance certificates, accreditations, qualifications and company information.
• Ensure subcontractor records are complete, accurate and kept up to date.
• Monitor expiry dates for relevant documentation and follow up with subcontractors where renewals are required.
• Maintain the approved subcontractor database.
• Support the administration of subcontractor agreements and associated documentation.

Supplier & Subcontractor Queries

• Act as a key administrative point of contact for supplier and subcontractor queries.
• Investigate and resolve routine queries relating to purchase orders, works orders, invoices, job information and payments.
• Liaise with Operations and Finance to resolve discrepancies and ensure queries are dealt with promptly.
• Maintain clear records of outstanding queries and follow up where required.
• Build positive working relationships with key suppliers and subcontractors.

Subcontractor Payments & Finance Support

• Coordinate the administration of subcontractor payment queries.
• Check subcontractor invoices against purchase orders, works orders and relevant job information.
• Liaise with Operations and Finance to resolve discrepancies and obtain approval for payment.
• Assist with ensuring subcontractor invoices are processed accurately and within agreed timescales.
• Investigate payment queries and provide updates to subcontractors.
• Maintain appropriate records to support financial control and audit requirements.

General Business Support

• Provide administrative support to the wider Operations and Administration teams.
• Assist with process improvement and the development of administrative procedures.
• Provide holiday and absence cover for other administration functions where appropriate.
• Undertake other reasonable administrative duties in support of the business.

Qualities and Requirements:

• Previous experience in an administration, coordination or business support role.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Confident communicating with suppliers, subcontractors, customers and internal teams.
• Good written and verbal communication skills.
• Ability to manage multiple tasks and competing deadlines.
• Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Experience within facilities management, construction, property services or a similar environment would be advantageous.
• Experience dealing with subcontractors, suppliers, purchase orders or invoices would be desirable.
• Tender administration/procurement experience would be advantageous.

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