Office Junior

Personio GmbH; Heysham; On-site; GBP 20,000 - 25,000; Full time

Job summary

A growing engineering firm in Heysham is looking for an ambitious individual to join their administration team. This role involves managing incoming calls, assisting with invoice logging, and providing client hospitality. Candidates should have GCSEs including English and Maths, be proficient in Microsoft Office, and demonstrate strong attention to detail. This position offers full training and various benefits, including a 38-hour work week with every Friday afternoon off.

Benefits

38-hour work week with every Friday afternoon off

Company pension contributions

5 weeks holiday plus bank holidays

Life insurance

Company events

Qualifications

• GCSEs including English and Maths are essential.
• Computer literacy, especially with Microsoft Office, is required.
• Driving Licence is desirable.

Responsibilities

• Manage incoming calls and handle queries professionally.
• Assist with invoice logging and tracking.
• Verify and log purchase orders.
• Provide client hospitality during visits.
• Check and match purchase orders with delivery notes.
• Process invoices electronically.
• Prepare project-related documentation.
• Arrange couriers and shipping for deliveries.
• Sort and distribute incoming and outgoing mail.
• Greet visitors and ensure a professional welcome.
• Maintain organized records and perform general office tasks.
• Send documentation to clients and suppliers.
• Prepare regular and ad-hoc reports.
• Maintain a clean and professional office environment.

Skills

Attention to detail

Proactive and flexible

Effective verbal communication skills

Reliable

Problem solving skills

Education

GCSEs (grades A*-C / 9-4) including English and Maths

Tools

Microsoft Office

Job description

Overview

Balltec designs, manufactures and tests high integrity mechanical connectors for critical applications in the global renewable energy and oil and gas sectors. The engineering team creates technical solutions for the transfer of load in moorings, lifting components and subsea cable connections.

As a member company of Venterra Group, Balltec is working at the forefront of the global energy transition, supplying engineering solutions to the offshore wind and the emerging floating wind markets.

As a company, Balltec is targeting significant growth to provide even more effective support for our clients in this industry.

We are looking for ambitious talented individual who takes pride in their work and the organisation to join our team at a very exciting time.

You will receive full training and support while working across a range of activities within the business. This includes a Level 3 Business Administration apprenticeship.

Key responsibilities

• Telephone Management: Answer incoming calls, transfer to the appropriate person, and handle queries professionally.
• Invoice Logging: Assist with logging and tracking invoices accurately.
• Purchase Order Checks: Verify and log internal purchase orders.
• Client Hospitality: Take care of external clients during visits, including preparing drinks, setting up buffets, and tidying the boardroom after meetings.
• Invoice Matching: Check and match all purchase orders to delivery notes and invoices, ensuring discrepancies are within agreed tolerances and authority levels.
• Electronic Processing: Process invoices electronically via purchase order or batch processing systems.
• Project Documentation: Assist in preparing project-related documentation.
• Courier & Shipping: Enquire, arrange, and book couriers and shipping for domestic and international deliveries.
• Post Distribution: Sort and distribute incoming and outgoing mail.
• Visitor Management: Monitor the door camera, greet visitors, and ensure a professional welcome.
• General Office Tasks: Filing, scanning, shredding, and maintaining organized records.
• Document Control: Send documentation to clients and suppliers following established document control processes.
• Reporting: Assist in preparing a variety of regular and ad-hoc financial and administrative reports.
• Office Presentation: Maintain a clean, organised, and professional office environment, including communal areas and meeting rooms.

Education & Experience

• GCSEs (grades A*-C / 9-4) or equivalent, including English and Maths.
• Computer literate with experience working with Microsoft Office.
• Driving Licence (desirable)

Required skills

• Attention to detail
• Be proactive and flexible
• Effective verbal and listening communication skills
• Be respectful, honest & trustworthy
• Reliable
• Problem solving skills

Other benefits

• 38hourworkingweekwitheveryFridayafternoonoff.
• Companypensioncontributions.
• 5weeksholidayplusbankholidays.
• Life insurance
• Company events