Full job description

We are seeking an organised and proactive Office Coordinator support the smooth day-to-day running of the business. This role is responsible for managing office administration, compliance, health & safety documentation, client onboarding, financial administration, and operational support.
The successful candidate will play a key role in ensuring company records, systems, and processes are maintained accurately and efficiently while supporting both staff and clients professionally. Based one day in the office 4 days at home,
*Key Responsibilities
*Office Administration & Compliance
*Maintain and update company policies and procedures to ensure compliance with current legislation and best practice.
*Manage and update health & safety documentation, including COSHH assessments, RAMS, and Dynamic Risk Assessments (DRAs).
*Carry out annual employee checks, including HAVS, noise assessments, next of kin details, and personnel records.
*Renew and maintain company licences, accreditations, and certifications, including Waste Carrier Licences.
*Complete Pre-Qualification Questionnaires (PQQs) and supplier onboarding documentation.
*Prepare and manage employment contracts and staff documentation.
*Maintain accurate employee records, including holidays, sickness, and absence management.
*Create and distribute toolbox talks and safety briefings.
*Operational Support
*Book and coordinate staff training courses.
*Schedule works, quotations, and appointments.
*Write up surveys, quotations, and related documentation.
*Complete and maintain method statements and operational paperwork.
*Support office and yard operations both remotely and on-site when required.
*Client & Customer Management
*Maintain excellent customer relationships and respond to enquiries professionally.
*Conduct sales calls and assist with onboarding new commercial clients.
*Follow up incoming leads and maintain accurate records of enquiries.
*Support business development activities and client approvals.
*Finance & Systems Administration
*Raise invoices and manage credit control processes.
*Chase purchase orders (POs) and follow up outstanding payments.
*Liaise with accountants regarding financial queries where required.
*Upload quotes, invoices, and compliance documents onto company systems including Encore, Skillco, and Subnet.
*Pay vehicle tax and manage associated administration for company vehicles.
Skills & Experience
*Strong organisational and multitasking abilities.
*Excellent communication and customer service skills.
*Knowledge of accounting software such as Xero and DEXT.
*Experience using office systems and databases including Encore, Skillco, and Subnet.
*Good understanding of Health & Safety processes including COSHH, RAMS, and DRAs.
*Ability to work independently and manage multiple priorities effectively.
*Proficient in Microsoft Office and general administrative systems.