SARAH FAITH

Administration & Coordination

• Provide general administrative support across all departments.
• Manage the company’s social diary, coordinating key meetings, events, and team activities.
• Maintain digital filing systems for projects, compliance, and O&M documentation.
• Prepare and format Operation & Maintenance (O&M) manuals for completed projects.
• Handle incoming calls, emails, and client communications professionally.
• Support management with report preparation and internal communications.

Financial & Contract Administration

• Assist with processing purchase orders, supplier invoices, and expenses in Xero and Simpro.
• Track project costs and support reconciliation of materials and labour.
• Monitor and manage customer contract renewals, ensuring continuity of service agreements.
• Support renewal of insurance policies, liaising with brokers and ensuring compliance documentation is up to date.

Compliance & Operational Support

• Maintain up-to-date compliance documentation (NICEIC, Gas Safe, BAFE, SSAIB, MCS, etc.).
• Record and monitor training, qualifications, and expiry dates for all engineers.
• Assist in preparing documentation for audits, renewals, and accreditations.
• Ensure company policies, procedures, and manuals are reviewed and updated regularly.
• Maintain fleet database, ensuring MOT, service, and insurance dates are tracked and booked.
• Monitor mileage logs, fuel card usage, and driver documentation.
• Coordinate with engineers regarding vehicle issues or maintenance needs.

Engineer Administration

• Ensure engineers submit accurate and timely timesheets through Simpro.
• Cross-check timesheets against job records for accuracy.
• Support engineers with access to project files, documentation, and schedules.

Skills & Experience

Essential:

• Strong administrative experience in a busy operational or construction-based environment.
• Excellent organisation, communication, and time management skills.
• Confident using Simpro, Monday.com, and Xero (or similar systems).
• High attention to detail and ability to manage multiple priorities

Key Responsibilities:

• Provide administrative support across the business
• Accurately input data and maintain key records
• Assist with financial transactions across Sales Ledger, Purchase Ledger, Nominal Ledger, Banking and Payroll
• Order and manage consumables and monitor day-to-day stock levels
• Book transport and support logistics coordination
• Prepare reports and manage core administrative tasks
• Take meeting minutes and support general office admin

• Purchase - entering to reconciling to statements and preparing BACS for upload to month end inc setting up accounts with Bank details etc
• Sales Ledger - producing and sending to clients/credit control
• Sub Contract Accounts -entering and preparing BACS for upload every week- inc setting up accounts and bank details- ensuring insurance details are up to date
• Vehicles - looking after all aspects ie MOTS/servicing and vehicle problems paying vehicle tax
• Plant - hiring and off hiring plant for sites - looking at reports to ensure not just sitting there not being used and costing company money
• Petty Cash - paying and allocating to specific jobs
• Timesheets - produce weekly timesheets ready for sister company to upload and pay
• Holiday Board - keeping up to date on computer calendar and wall calendar
• Materials- sending out enquiries analysing and purchasing for sites
• Bank - ensuring all transactions are matched to relevant - sales/cashbook/purchase ledger/sundries ie employee pensions etc.
• Filing - all general aspects
• Spread sheeting - setting up spreadsheets for reconciliations.
• Cover secretary on her day off and holidays
• Liaising with Directors for their requirements

• Looking at stock for BAA systems and ensuring components are sent to site

• Purchase ledger procurement for factory
• Ordering more components/allocating purchase orders for factory lines
• General admin work

• Assisting and becoming supervisor for payroll for seasonal workers
• Entering timesheets and producing wages packet for workers
• All aspects of admin in payroll
• Credit control for camp inc inputting booking forms/allocating monies to bookings chasing when payments are done
• Part time security - venues
• Baby sitting for guests