Job Description

Administration Coordinator

Our client is seeking an organised and proactive Administration Coordinator to provide essential support across several busy departments. This is an excellent opportunity for someone who enjoys variety, takes pride in accuracy and thrives in a fast-paced working environment.
The successful candidate will play an important role in keeping day-to-day operations running smoothly, coordinating information, managing documentation and ensuring effective communication between colleagues, customers and suppliers.
This position would suit someone with strong administrative skills, a practical approach to problem-solving and the confidence to manage multiple responsibilities.

Benefits

• £26,500 p.a. - part time hours will be considered but across 4 days minimum (salary pro rata)
• Training on internal systems and procedures.
• A friendly and collaborative team environment.
• A varied role offering exposure to different areas of the business.
• Opportunities to develop skills and progress professionally.

Responsibilities

Timesheet Management
• Process and monitor timesheets, ensuring information is accurate, complete and submitted within required deadlines.
• Identify missing information, follow up on outstanding entries and check relevant supporting documentation.
Procurement & Supplier Liaison
• Assist with purchasing materials and coordinating deliveries to operational sites.
• Request and compare supplier quotations to support cost-effective purchasing decisions.
• Raise purchase orders and liaise with suppliers to resolve delivery, pricing and invoice queries.
• Maintain accurate purchasing records and update relevant tracking systems.
Sales, Variations & Billing Coordination
• Record and process changes to agreed work, ensuring relevant information is accurately documented.
• Support the preparation and checking of invoices and associated billing information.
• Review supporting documentation, including additional works, instructions and purchase orders, to identify and resolve discrepancies.
• Maintain accurate records of materials, costs and billing activity.
General Administration & Communication
• Respond professionally to incoming telephone enquiries from customers, suppliers and operational colleagues.
• Support managers with preparing, processing and distributing documentation.
• Produce reports, coordinate returns and credits, and follow up on outstanding enquiries.
• Maintain organised records, update internal systems and carry out general administrative duties.
Cross-Departmental Collaboration
• Act as a key point of contact between operational, customer service and finance teams.
• Ensure information is communicated accurately and promptly to support efficient working practices.
• Work collaboratively with colleagues to resolve queries and keep activities progressing.

Qualifications
Essential
• Excellent organisational skills with a high level of accuracy and attention to detail.
• Strong written and verbal communication skills.
• The ability to manage a varied workload, prioritise effectively and meet deadlines.
• Confidence using Microsoft Office applications and learning new systems.
• A proactive, flexible approach with the ability to work independently and as part of a team.
Desirable
• Previous experience in administration, purchasing, invoicing, billing or a similar support role.
• Experience working in a busy operational or project-based environment would be advantageous.

Day-to-Day

• Checking and processing timesheets and following up on missing information.
• Liaising with suppliers to coordinate orders, deliveries and resolve queries.
• Preparing and distributing documentation to support operational teams.
• Responding to telephone calls and enquiries from customers, suppliers and colleagues.
• Updating records, processing invoices and checking supporting documentation.
• Working across departments to ensure information is accurate and deadlines are met.

This is an excellent opportunity for a capable and enthusiastic administrator who enjoys keeping things organised, supporting colleagues and making a positive contribution to a busy team.

We do our best to make our adverts as specific as possible so that you do not spend your time applying for roles which are not a match. If you meet the criteria for the role we will be in contact with you.  If you do not, we will email you to advise you of this. If we feel there may be other roles available for you, we will add your details to our database.

Charterhouse Recruitment (Yorkshire) Ltd is committed to a policy of equal opportunities in relation to job applications.  A copy of our Diversity Policy is available upon request.

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