Office Administrator

FGS Industrial Facilities Management is a Kent based multi-skilled business capable of responding to the needs of industrial clients and their sites.
Through our proven track record, our can-do attitude, we are committed to providing bespoke industrial cleaning services, tailored to our clients’ needs.

We are looking for an office administrator to join our busy team. You will be responsible for the day-to-day management of all aspects of incoming and outgoing billing for the North Kent Enterprise. This includes ensuring accurate and timely invoicing, monitoring payments, addressing any discrepancies, and liaising with relevant departments to maintain smooth financial operations.

Responsibilities:

Sales Responsibilities:

• Generate and process sales orders on a weekly and monthly basis for North Kent Enterprises, ensuring accuracy and adherence to deadlines.
• Act as a point of contact for customers, managing requests for purchase orders and maintaining effective communication.
• Monitor sales activity to ensure all completed work is accurately invoiced in a timely manner.
• Investigate and resolve any invoice queries promptly, liaising with customers or internal teams as necessary to reach a resolution.
• Record internal sales data into appropriate spreadsheets, maintaining organised and up-to-date records.

Compliance Responsibilities:

• Provide support in ensuring all compliance requirements are met and adhered to within North Kent Enterprises.
• Maintain and update the compliance system, ensuring that all information is current and accurate.
• Monitor compliance-related documents, proactively notifying managers of any upcoming expirations or renewals.
• Liaise with suppliers and subcontractors to obtain and verify the necessary compliance documentation.

General Responsibilities:

• Assist in the preparation and completion of financial spreadsheets, contributing to the development of budgets and KPI reports.
• Provide administrative and operational support to the North Kent Management team, handling ad-hoc tasks as needed.
• Enter data and produce or update reports upon management or customer request, ensuring accuracy and clarity.

Requirements:

• Strong organisational skills
• Excellent written and verbal communication
• High attention to detail
• Effective time management
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Problem-solving abilities