Office Admin Assistant

Location: Leeds Design Office Contract: Full Time Hours: Monday to Friday 8am to 5pm Salary: Competitive (DOE) Benefits: Discretionary bonus, life Assurance (x4 salary), generous pension, best practice awards / vouchers, employee assistance programme, an array of perks via JGG benefits platform, 31 days annual leave (inc bank holidays)

Purpose of Role

Provide administrative support to project teams and office staff, ensuring the smooth day-to-day running of the office and supporting the delivery of engineering projects.

Key Responsibilities

Office Administration

• Answer and direct telephone calls.
• Manage shared inboxes and respond to routine enquiries.
• Welcome visitors and manage reception activities.
• Maintain office filing systems (electronic and hard copy).
• Organise office supplies and stationery inventory.

Meeting & Diary Management

• Schedule meetings and appointments.
• Prepare agendas and meeting packs.
• Record and distribute meeting minutes.
• Maintain team calendars.

Document Management

• Scan, copy and file project documents.
• Maintain document registers.
• Upload documents to SharePoint or project systems.
• Ensure records are accurately maintained and archived.
• Support document control activities.

Financial Administration

• Raise purchase orders.
• Process invoices.
• Support expense claims.
• Assist with timesheet administration.
• Maintain simple expenditure trackers.

Travel & Logistics

• Arrange travel and accommodation.
• Coordinate visitor access requirements.
• Organise team events and workshops.
• Support onboarding of new starters.

Skills Required

Essential

• Excellent organisation skills.
• Strong attention to detail.
• Good verbal and written communication.
• Microsoft Outlook, Word, Excel and Teams.
• Ability to prioritise multiple tasks.
• Professional telephone manner.

Desirable

• Experience with SharePoint.
• Experience with ProjectWise.
• Experience supporting engineering or construction projects.
• Knowledge of document control processes.

Company Background The Joseph Gallagher Group is a family owned Civil Engineering business that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.

LIFE Culture We're promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.

Disability Confident Committed We are a disability confident employer and we're committed to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Reasonable Adjustments We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at HR@josephgallagher.co.uk.