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Administrative Assistant

dministrative Assistant

Location: Fareham
Salary: £28,000 – £30,000/annum
Job Type: Full-time, Permanent

About the Role

We are looking for a highly organised, proactive and detail-oriented Administrative Assistant to join our clients team and provide essential administrative and operational support across the business.

This is a varied role, ideal for someone who enjoys being busy, takes pride in keeping things organised and is confident managing multiple priorities. You will support the smooth day-to-day running of the office while also providing administrative support to project teams, employees, subcontractors and management.

The role will involve a combination of general administration, travel and accommodation coordination, project support, document management and finance/bookkeeping, making it an excellent opportunity for someone looking to develop a broad range of skills within a dynamic and international business environment.

Key Responsibilities:

Office & General Administration

• Manage the day-to-day administration of the office and provide support to the wider team.
• Manage emails, correspondence and general enquiries.
• Maintain accurate filing systems, spreadsheets and company records.
• Organise and maintain company documentation and records.
• Coordinate meetings and meeting room bookings.
• Manage employee and subcontractor documentation, including A1 forms, passports, shipyard access and project passes.
• Liaise directly with subcontractors regarding travel, accommodation, access and project requirements.
• Coordinate accommodation and hire car check-in/check-out arrangements and communicate details to employees and subcontractors.
• Organise uniforms and equipment for employees and subcontractors.
• Arrange and coordinate travel, including flights, accommodation, taxis and hire cars.
• Manage changes to travel arrangements and ensure updated information is communicated promptly.
• Assist with company events and staff functions.
• Liaise with suppliers, hotels, travel providers and other external contacts.
• Provide administrative support to project managers, including travel, accommodation and access requirements.
• Maintain and update the HubSpot CRM.
• Assist with quotations and maintain accurate quote records.
• File invoices, receipts and other financial documentation.
• Assist with social media and marketing administration.
• Deal with ad-hoc requests and provide general administrative support to management and the wider team.

Finance & Bookkeeping

The role will also provide support to the finance function, including:

• Assisting with bookkeeping, invoicing and bank reconciliation using Xero.
• Maintaining and updating the company cash flow spreadsheet.
• Managing payment lists and tracking outstanding payments.
• Entering invoices against the correct project P&L.
• Batch importing bills and bank statements into Xero.
• Checking, matching and reconciling transactions in Xero.
• Maintaining accurate financial records and ensuring invoices and supporting documentation are correctly filed.
• Liaising with suppliers regarding invoices, payments and account queries.
• Providing wider support to the finance function as required.

About You

We are looking for someone who is organised, resourceful and solutions-focused, with the ability to work effectively in a busy and varied environment.

You will ideally have:

• 1–2 years’ experience in an administrative role; experience within an operations environment would be advantageous.
• Excellent organisational and time-management skills.
• The ability to manage multiple tasks and competing priorities.
• Strong written and verbal communication skills.
• A proactive approach with a willingness to learn and take responsibility.
• Excellent attention to detail and a methodical approach to administration.
• Good working knowledge of Microsoft Office, particularly Word, Excel and PowerPoint.
• The ability to work independently while also contributing effectively as part of a wider team.
• Flexibility and the confidence to handle a broad range of responsibilities, from routine administration through to higher-level coordination.
• Previous finance, accounts or bookkeeping experience would be advantageous.
• Experience using Xero would be highly desirable.

Qualifications

Applicants must hold, as a minimum:

• GCSEs at Grade 4/C or above in English and Maths, or equivalent qualifications.

Please apply today for this fantastic role

15 hours ago