Overview

Key role objectiveThe post holder will assist the Management Team in day-to-day administrative work and general office duties.Responsibilities

Answer, screen and direct phone calls, taking detailed and accurate messages where necessary – Reception workMail - Opening, Sorting, Date stamping and distributing incoming mail daily including emails contained in the “info” and “orders” inbox in a timely manner. Franking and posting mailManaging all deliveries and couriers, incoming and outgoing including couriers and deliveries, compiling shipping invoices for export when necessary and notifying staff of deliveries in a timely manner.Manage the Purchase Order System - Process purchase orders on portal and accounts system, import routines to Eque2, set up of new clients, projects, employees and approval limits etc.Front of house - Meeting and Greeting clients/customers and advising staff of arrival, scheduling meeting room, organizing lunch and refreshments and cleaning meeting room after meetings check and close windows at the end of the day and set the dishwasher on. Empty Dishwasher in the morning.Weekly stationery inventories and supplies to ensure all stock is up to date, ordering more when necessary, research new deals and suppliers.Manage mobile phones for company. Maintain contact lists, keep mobile phone records up-to-date, ordering new phones when necessary, arrange for roaming and assisting on any queries, update all phone lists.Develop and maintain filing systems, making labels and folders including archiving and ad hoc filing, scanning, and copying. Updating asset register on HRIS.Booking flights, accommodation, travel arrangements including hire vehicles and updating staff movement’s spreadsheet, maintaining an accommodation spreadsheet along with costs.Scanning, faxing and photocopying in general and for finance teamManaging the development and maintenance of the office facilities, equipment and consumables including security fobs for employees.Coordinating and arranging company events.Completing client questionnaires and credit applications for suppliersPublishing Exchange Rate monthlyVehicle Administration including Fuel Cards, Congestion/Dartford charge, incidents and accidents, service bookings and tax payments.Ad-hoc Secretarial duties including events coordinationOffice cover during holidays/absencesThe above is not exhaustive and you will be expected to undertake any other ad-hoc duties which may reasonably fall within the level of responsibility and competence. The board of WJ Groundwater Limited is committed to the implementation and certification of a Quality Management System to ISO9001.Qualifications and Experience

Minimum education to at least GCSE standard is required including math and English.Good communication and organisational skills, always approachable and professional in approach and articulateSuper organized, with the ability to prioritizeTakes initiative; doesn’t wait for direction and looks for things to do; always looking to improve processes, self-motivatedAdaptable to changeA strong team playerTrustworthy and reliableProficient in Microsoft Office suite of products (predominantly Outlook, Word and Excel)Must be willing to work extra hours should the work load requireWorking Conditions

The role is head office based. Hours are 08:30 to 17:00, Monday to Friday, with one hour unpaid lunch-break each day. 37.5 hours per week.Physical Requirements

The role require that the candidate utilises a Visual Display Unit (VDU) as part of their day to day activities.Job Details

Job Types: Full-time, Fixed term contractContract length: 12 monthsPay: £12.21 per hourExpected hours: 37.5 per weekApplication questions

Do you now or later require a work sponsorship?Are you proficient in Microsoft Office suite of products (predominantly Outlook, Word and Excel)?Are you at a commutable distance to Kings Langley, Hertfordshire?How many years of work experience do you have with Office Administration?Work authorisation:United Kingdom (required)Work Location: In personExpected start date: 15/09/2025

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