Administrative Assistant Hoddesdon

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Job Description

Administrative Assistant Hoddesdon

Administrative Assistant Hoddesdon

Administrative Assistant Hoddesdon

Our client is seeking a company Administrative Assistant, educated to A’ level standard to work across three key areas of the business – general, operations and finance. This full time exciting and unique position is an opportunity for an enthusiastic administrator looking for their second role. Come and join a fresh, fast growing company based in Hertfordshire.

The role of Administrative Assistant –

The role is varied, comprehensive, and requires upmost accuracy and professionalism – with responsibilities stretching from making the tea (!) to training new employees on basic operational paperwork. A young, fun team and environment awaits.

Key Responsibilities of Administrative Assistant –


  • Management of Finance stationery, office paper levels and maintaining printer toner levels
  • Creating a log to monitor vending machine stock levels, sell by dates, assessing costs and setting prices. Also adding a section setting float date checks.
  • Creating a log to monitor water levels, dates for ordering, dates for collection and overseeing the delivery.
  • Make tea and coffee where required.
  • Maintaining the voicemail box and passing messages where required.

Operations – Required covering absence in the following tasks:

  • Mobilizing ground staff members to their next job via telephone and email.
  • Preparing Project Instruction documents to email to ground staff prior to the start of a project.
  • Preparing documents for clients prior to the start of the project.
  • Booking accommodation for ground staff when required and maintaining a bookings log.

Operations – Daily/monthly tasks:

  • Preparing and maintaining ‘Project Risk Analysis’ packs.
  • Managing the ground staff paperwork log, logging paperwork compliance and early departures.
  • Sending monthly operational statistic updates to relevant office staff.
  • Chasing ground staff for paperwork not sent in, or paperwork sent in non-compliant form.
  • Liaising with clients if there are queries with operational paperwork.
  • Filing paperwork received from ground staff both electronically and hard copy.
  • Booking training courses/medicals and maintaining training records.
  • Updating our Operational Quality Assurance log.
  • Training for new employees on the operational paperwork procedure.


  • Collating receipts for credit card payments and cross checking against the credit card statements.
  • Travelodge statement checks and collecting OPNS for each transaction.
  • First checking subcontracts, completing Finance section of the cover sheet.
  • Chasing fuel receipts from members of staff to support Mileage and Fuel VAT claims and updating the fuel log in Excel.
  • Providing monthly information for mileage statistics.
  • Cross checking against the Operations schedule, all timesheets and supporting evidence have been received. Follow up chasers and escalation for those that have not.
  • Cross checking all employee timesheets and expense forms are in line with our company policy and reporting errors.
  • Responding to all staff payroll queries.
  • Ensuring all sales invoices have been received into the correct hands and approvals are being processed to ensure invoices are paid on time.
  • Once invoice approvals are gained, obtaining payment dates in writing from our clients.
  • Sending sales invoices to correct client contact.

Terms and Benefits ofAdministration Assistant

  • Hours: 0900 – 1700 hrs
  • Salary: £14,000.00 to £17,000.00
  • Free Parking
  • 23 Holidays plus Bank Holidays
  • Gym and Health after qualifying period.

Apply today 01279 260096