Administration Assistant

The role of the Administration Assistant is to provide essential support to the Administration Team, ensuring smooth coordination of projects, effective communication with staff and clients, and accurate management of operational systems. This is a full-time, office-based role with structured hours and a strong emphasis on organisation and attention to detail.

You will be working within a collaborative team environment, supporting engineers, project managers, and clients to maintain high standards of service delivery.

In order to achieve this, the following duties form the basis of the Administration Assistant’s job specification:

Duties (include but are not limited to):

• Schedule resources and liaise with customers and staff to ensure efficient project execution
• Set up newly won jobs in SimPro and maintain all supporting documentation
• Act as first point of contact for incoming office phone calls
• Input and manage schedules within SimPro job management system
• Coordinate labour for projects and service/maintenance tasks using SimPro
• Log new enquiries as part of the sales process
• Order and receipt materials as required
• Complete administrative tasks including new supplier and customer forms
• Support RAMS preparation and site coordination
• Undertake SimPro system administration duties
• Monitor employee site attendance and conduct daily check-ins with engineers
• Administer new client onboarding process and send letters of authority
• Maintain action logs and ensure timely client reporting
• Review job performance and margins
• Review timesheets and address discrepancies
• Handle financial queries from customers, suppliers, and staff
• Raise invoices and assist with financial administration
• Attend meetings and produce minutes as required
• Perform general office duties as needed