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Office Manager Full Time

at Landcraft Projects Ltd Cardiff in Cardiff (Published at 01-04-2021)

Note - This is not intended to establish a total definition of the job, but an outline of your duties.

You will be required to manage and carry out the many varied general duties associated with working in a small but busy office. You will need to work under your own initiative without close supervision and you will be responsible for supervising others who will assist you in your duties.

In your position as Office Manager you will be responsible for all our general office administration, bookkeeping and monthly payroll.

JOB DETAILS

Job Title ? Office Manager

Responsible to - The Directors. You will however need to work closely with all managers/supervisors and Foremen in order to carry out your duties.

Responsible for ? An Administrator (part time) together with an Apprentice Administrator.

Working Hours - Approximately 30-37.5 hours per week. The actual hours worked will be by mutual arrangement and we can be flexible to accommodate school runs etc. You would however be required to work a minimum of four days a week.

Qualifications required - No formal qualifications required providing you can demonstrate that you have gained suitable experience.

Experience required ? You will need a minimum of two years experience working in an office environment and you will need good literacy, numeracy, typing and general computer skills. You will need to have experience in using Sage accounting software and ideally payroll experience. The ability to take meeting notes whilst not essential would be an advantage.

JOB SUMMARY

We undertake large scale landscape projects, construct sports facilities and provide a grounds maintenance service typically on large commercial, industrial or housing sites, geographically spread throughout South Wales and South West England. We do not undertake any domestic landscaping work for private individuals. Our landscape construction contracts are typically associated with new commercial buildings, roads or reclamation sites, or they involve carrying out environmental improvements to established town centres, residential or industrial areas. In addition to maintaining schemes that we have put in place, our grounds maintenance teams are responsible for maintaining a large number of established housing association properties that range from small sheltered housing complexes for elderly persons through to housing estates exceeding 400 units.

The overall nature of the works that the company undertakes can be summarised as follows:

  • Hard Landscape Works - Involving undertaking minor demolition works, constructing stone or brick walls, retaining structures, laying kerbs, timber edgings, pavoirs, setts, slabs, stone paths, surfacings etc., the erection of street furniture and play equipment, fencing etc.
  • Soft Landscape Works - Involving the cultivation and preparation of ground for turfing, seeding or planting; taking delivery, storage and planting of trees, shrubs and ground cover plants; mulching planted areas with bark, mushroom compost peat or similar materials; undertaking turfing and seeding works.
  • Sports Works - Involving the construction of traditional grass playing fields as well as floodlit porous tarmac all weather multi-sport facilities.
  • Grounds Maintenance Works - Involving grass cutting, strimming, litter picking, sweeping paved areas, maintaining planted areas weed free through both hand weeding and the use of herbicides.

KEY TASKS

General Duties

  • Ensuring that the telephones are answered in a prompt and courteous manner.
  • Responsible for all incoming and outgoing mail, including maintaining stamp levels and date stamping incoming mail.
  • Undertaking general word processing duties using Microsoft Word and entering information onto Microsoft Excel spreadsheets and into our Microsoft Access database.
  • Ensuring that the general office filing is kept up to date and setting up new contract files etc.
  • Negotiating prices, purchasing and maintaining adequate stocks of office stationery and liaising with the suppliers regarding amendments etc. as required.
  • Negotiating prices, purchasing and maintaining an adequate stock of protective clothing; issuing and recording the issue of protective clothing and replenishing stocks of protective clothing as necessary.
  • Negotiating prices, purchasing and maintaining adequate stocks of first aid supplies.
  • Ensuring that office provisions (tea, coffee, soap, loo rolls etc.) are replenished as necessary.
  • Proof reading documents and website pages, checking figures etc. generally.
  • Entering information from maintenance programmes, for maintenance reports onto the database.
  • Arranging overnight accommodation for staff when they are going to be working away.

Bookkeeping Tasks

  • Checking supplier invoices against our purchase orders and the suppliers delivery tickets. Resolving any discrepancies and requesting credit notes from suppliers as necessary. Paying supplier invoices when they are due.
  • Posting supplier invoices, subcontract payments, sales invoices and all bank transactions onto the Sage 50/Sage Job Costing accounts system.
  • Maintaining an accurate record of petty cash expenditure and posting petty cash transactions onto Sage 50/Sage Job Costing.
  • Entering payments received onto the database and onto Sage 50.
  • Completing Sage 50 bank reconciliations.
  • Completing month end procedures including fuel allocation costs, own plant allocation costs, material stock allocation costs and payroll journal postings using Sage 50 and Sage Job Costing.
  • Completing the quarterly VAT return.

Invoicing

  • Producing routine sales invoices in liaison with the directors/managers/supervisors.

Insurance

  • Providing details of our current insurances to clients who request the information via e-mail.
  • Assisting directors/managers to ensure that insurance claims are submitted in a timely manner and following through until the claim is settled.

Payroll

  • Ensuring that weekly timesheets and absence forms are received from site staff in a timely manner.
  • Checking the timesheets against on-line tracker reports to ensure the times are accurate.
  • Calculating wages payable including overtime payments etc. and allocation of staff costs to contracts using Microsoft Excel, Sage 50, Sage Job Costing and Sage Payroll software.
  • Processing Absence Record Forms and maintaining holiday and absence records.
  • Ensuring that the correct deductions for wages subs, protective clothing issued and such like are made each month.
  • Ensuring that the correct allowances for working away etc. are paid.
  • Processing the monthly payroll in liaison with the Managing Director.
  • Correctly calculating auto enrolment pension contributions via Microsoft Excel and submitting online to our pension provider.
  • Ensuring auto enrolment pension contributions are correctly deducted each month.

Subcontractors

  • Posting subcontractor payments onto Sage 50/ Sage Job Costing software.
  • Compiling the month end HM Revenue & Customs on-line CIS return.
  • In liaison with the directors/managers/supervisors, ensuring that all subcontractors complete a Subcontractor Assessment Form before we first employ them and then at intervals of no greater than five years and that the person that we have appointed as our health and safety ?Competent Person?, (currently Barry Upton) has checked and approved them.
  • After subcontract works have been completed, liaise with director/manager/supervisor who placed the order to ensure that a Subcontractor Post Contract Health & Safety Review form has been completed and that the person that we have appointed as our health and safety ?Competent Person?, (currently Barry Upton) has checked and reviewed whether they have met the required health and safety standards.

Assisting in the Compilation of Tenders/Quotations

  • Entering tender/quotation invitations onto our Microsoft Access Database.
  • Producing a schedule of works in liaison with the director/manager/supervisor who will be responsible for pricing the works using our specialist estimating software (full training will be provided).
  • Contacting suppliers to obtain material price quotations and completing a supplier price comparison using Microsoft Excel.
  • Calculating site measures from drawings through undertaking a drawing 'take-off'.

Credit Control

  • Producing routine invoices typically for regular grounds maintenance works using the Microsoft Access database.
  • Inputting all Applications for Payment and overdue tax invoices onto Microsoft Outlook in order to keep records of outstanding payments and set reminders.
  • Contacting clients/consultants and chasing overdue accounts for settlement.

Marketing

  • Completing tender list application questionnaires either by filling out electronic documents or by completing paper questionnaires (with reference to example answers/information that will be provided).
  • Updating client and consultant details on our database (e-mail addresses etc.) so that our e-mail marketing list is kept up to date.
  • Maintaining our website with up to date information.
  • Developing and maintaining our social media presence.
  • Ensuring that we follow up on submitted quotations and if our quotation is not accepted, whenever possible we get feedback as to why our quote was not accepted.

ISO Quality Management & Environmental Management

  • Assisting our ISO consultant with undertaking internal audits and preparation for management reviews.

Meeting Notes

  • Organising staff meetings and management meetings, producing agendas, taking notes at meetings and writing up and distributing the post meeting notes.

Vehicles/Road Trailers

  • Maintaining service records and ensuring that vehicles/trailers are serviced at the appropriate times.
  • Ensuring that MOT certificates are renewed on time.

Corporate clothing

  • Negotiating and purchasing corporate clothing at the most competitive price.
  • Issuing corporate clothing out to staff members twice annually (spring and autumn).

REMUNERATION

Salary - We offer a very competitive salary in line with the successful candidates level of experience and qualifications. Salaries are reviewed annually in January.

Holidays - The holiday year runs from the 1st of January to the 31st of December. In the case of a normal working week of five days, the entitlement to annual holiday relating to each holiday year, which is given as well as eight Bank/Public holidays, is 21 days, increasing by 1 day from the holiday year following completion of 10 years? continuous employment and then by a further 1 day from the holiday year following completion of 15 years? continuous employment to a maximum of 23 days from the holiday year following completion of 15 years? continuous employment. The entitlement to annual holiday will be reduced pro rata for employees whose normal working week is less than five days. Employees who join the Company during a holiday year will, until the beginning of the next holiday year, be given an entitlement to holiday calculated pro rata to the entitlement to annual holiday according to the proportion of their first holiday year in which they are employed by the Company.

Pension ? If you are aged between 22 and the State Pension age, after you have been employed for a period of three months you will be eligible to join the company pension scheme to which we will make a 4% contribution to over your basic wage.

Accident Benefit Scheme - You would be entitled to join the Accident Benefit Scheme after you have been with us for three months. The scheme provides for up to two years pay in the event of you being unable to work through accidental injury.

Reference ID: Office Manager

Part-time hours: 30-37.5 per week
Related keywords: office manager, administrator, admin, administration, manager, bookkeeper

Job Types: Full-time, Part-time, Permanent

Salary: £25,000.00-£30,000.00 per year

Benefits:

  • Additional leave
  • Casual dress
  • Company pension
  • Flexible schedule
  • On-site parking

Schedule:

  • No weekends

Ability to commute/relocate:

  • Cardiff CF14 0SH (required)

Experience:

  • Sage 50 experiance: 1 year (preferred)

Work remotely:

  • No

COVID-19 precaution(s):

  • Remote interview process
  • Temperature screenings
  • Social distancing guidelines in place
  • Sanitisation, disinfection or cleaning procedures in place


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