The role

Alan Wood & Partners is an engineering consultancy based across the Yorkshire and Humber regions. We are currently seeking to recruit an experienced PA/Office Manager to work in our small, friendly, Scarborough office which is based at West Ayton YO13 9JE. The primary function of the role is to ensure the smooth functioning of the office and provide secretarial support.

To provide an effective and competent level of administrative support and secretarial service to the Director and Engineers. To act as the first point of contact (reception and telephone) for clients, maintaining a professional image and ensuring that enquiries are dealt with in a timely manner.

To manage the office, including ensuring that all equipment and services are maintained in line with audit compliance.

Main Duties

• Manage utilities and maintenance for all office services, ensuring planned maintenance is carried out as required by legislation.
• Maintain office systems, including filing and archiving, to ensure the efficient running of the office.
• Use of our bespoke database to book in and monitor projects.
• General secretarial duties including typing of reports (some audio) using Microsoft Word and Adobe.
• Monitor stock of office supplies, including catering essentials, order replacements and purchase items as and when necessary.
• Assist with invoice administration and processing.
• Issue and record Purchase Orders.
• Assist with Credit Control/Invoice follow-up.
• Petty cash reconciliation.
• Organise informal and formal meetings, including preparation of the venue, equipment, agenda etc. and organise refreshments.
• Ensure the Office Notice Board is up to date and compliant.
• Arrange transport and accommodation for our engineers when required.
• Ensure sickness absence and annual leave records are accurate via our internal system.
• Deal with incoming post, distributing as necessary. Franking of outgoing post.
• Proactively handle all internal and external telephone enquiries and redirect as appropriate.