Job Description

Administrative Assistant

Location:

Baldock Office

Reporting to:

Office and Finance Manager

Hours:

Part-time, 9:00am - 3:00pm (negotiable)

Pay:

15 per hour

Contract:

Permanent

Job Purpose

The Admin Assistant will provide efficient, organised, and reliable administrative support to the Office and Finance Manager, helping to ensure the smooth day-to-day running of the office. The role supports operational teams, assists with client and supplier communication, and maintains accurate administrative and work-tracking records.

Key Responsibilities

General Administration

Answer incoming telephone calls promptly and professionally Act as a first point of contact for clients, suppliers, and internal staff Manage incoming and outgoing emails Maintain electronic and paper filing systems Input and update data on internal systems and spreadsheets Assist with document preparation, scanning, and record keeping Order office supplies and assist with general office organisation Support ad-hoc administrative tasks as required

Operational Support

Update and maintain the work tracker, ensuring information is accurate and up to date Assist with booking accommodation and travel for site-based teams Support job scheduling and coordination where required Liaise with engineers and site teams to gather and relay information Assist with preparing job packs and supporting documentation

Finance & Procurement Support

Obtain quotes from suppliers and subcontractors as requested Assist with raising purchase orders and tracking costs (where applicable) Support basic finance administration under the direction of the Office and Finance Manager Assist with invoice processing and supplier queries where required

Client Interface

Communicate with clients in a professional and courteous manner Assist with issuing and chasing quotes, confirmations, and documentation Maintain accurate client records and contact details Provide general administrative support to client-facing activities

Skills and Experience

Essential

Strong organisational skills with good attention to detail Confident and professional telephone manner Excellent IT skills, including Microsoft Outlook, Word, and Excel Ability to prioritise workload and manage multiple tasks Reliable, flexible, and team-focused

Desirable

Previous experience in an administrative or office support role Experience in construction, utilities, engineering, or a similar environment Familiarity with work trackers or job management systems Basic understanding of finance or procurement processes

Personal Attributes

Proactive and willing to learn Approachable and professional Able to work independently and as part of a team Calm under pressure Discreet and able to handle confidential information appropriately
Job Type: Part-time

Pay: 15.00 per hour

Expected hours: 30 per week

Benefits:

Casual dress Company pension Free parking On-site parking
Application question(s):

Are you located in or within close proximity to Baldock, Hertfordshire?
Licence/Certification:

Driving Licence (preferred)
Work Location: In person