Administration & IT Assistant
About Flowtec
Flowtec is an international recruitment consultancy specialising in engineering and technical markets. We are looking for an organised, dependable and technically confident Administration & IT Assistant to support the smooth day-to-day operation of our business.
This is a varied, hands-on position covering administration, employee operations, first-line IT support, office management, reporting and basic finance support. The successful candidate will work closely with management, employees, suppliers and external service providers across the business.
The role would suit someone who enjoys taking ownership, solving practical problems and improving the way administrative and operational processes are managed.
Key Responsibilities
Administration, Operations and IT
- Coordinate employee onboarding and offboarding, ensuring all required administrative and operational steps are completed accurately and on time.
- Set up employee accounts, systems access, equipment and permissions.
- Maintain an accurate record of employee access rights and regularly review permissions for security and compliance purposes.
- Provide first-line IT support and assist employees with routine technical and systems-related issues.
- Maintain a complete inventory of laptops, monitors, mobile phones and other company assets.
- Coordinate the purchase, allocation, replacement, recovery and return of company IT equipment.
- Manage supplier contracts relating to company mobile phones, software licences, subscriptions and other operational services.
- Review and maintain company policies, procedures and terms of business, ensuring documents remain accurate and up to date.
- Administer annual leave requests, records and employee entitlements.
- Maintain accurate employee and operational records, ensuring information is complete, current and appropriately stored.
- Oversee the company’s leased vehicle fleet and associated leasing contracts.
- Coordinate vehicle servicing, maintenance, insurance, renewals and other fleet-related requirements.
- Support the day-to-day management of the office, including supplies, facilities, equipment and general administration.
- Manage the allocation of office parking spaces and maintain the associated records.
- Maintain operational trackers, management reports and internal databases.
- Assist with preparing and updating Excel, Python-generated and Bullhorn reports for recruitment teams and management.
- Liaise with employees, suppliers and external service providers to resolve operational and administrative issues.
- Assist with organising company events, meetings and employee activities.
- Provide general administrative and operational support to management and the wider business.
- Review existing processes and recommend practical improvements that increase efficiency, accuracy or cost-effectiveness.
Finance Support
- Support the credit-control process by monitoring outstanding invoices and professionally following up with clients regarding payment.
- Assist with retrieving missing receipts and ensuring expense documentation meets company and accounting requirements.
- Complete new-vendor registrations, supplier applications and client onboarding documentation.
- Support the finance function with routine administration, record maintenance and reporting.
- Review supplier costs and maintain accurate records of contract and subscription renewal dates.
- Identify and present potential cost-saving opportunities across suppliers, subscriptions and operational services.
About You
You will be organised, approachable and comfortable managing several areas of responsibility at the same time. You should be able to work independently, use good judgement and handle confidential employee and business information appropriately.
The successful candidate is likely to demonstrate:
- Previous experience in administration, business operations, office management, IT support or a similarly varied position.
- Strong organisational skills and excellent attention to detail.
- Confidence using Microsoft Office, particularly Excel, Outlook and Word.
- General technical confidence and the ability to troubleshoot routine hardware, software and account-access issues.
- Experience maintaining accurate records, trackers, databases and asset inventories.
- Clear and professional written and verbal communication skills.
- The confidence to communicate with clients regarding outstanding payments.
- A proactive, practical and solutions-focused approach.
- The ability to prioritise competing responsibilities and meet deadlines.
- Discretion when handling employee, financial and commercially sensitive information.
- A willingness to take ownership of tasks and follow them through to completion.
Desirable Experience
The following would be advantageous but is not essential:
- Experience supporting employee onboarding and offboarding.
- Familiarity with Bullhorn or another recruitment CRM.
- Experience preparing reports in Excel or working with reports generated through Python.
- Experience with Microsoft 365 administration, user accounts and access permissions.
- Experience managing company equipment, mobile-phone contracts, software licences or vehicle fleets.
- Previous exposure to credit control, invoice administration or finance-support activities.
- Experience working within recruitment, professional services or another fast-paced office environment.
What Flowtec Offers
- A varied role with responsibility across several important business functions.
- The opportunity to work within an established international recruitment business.
- Direct involvement in improving internal systems, processes and operational efficiency.
- Training and support across Flowtec’s systems, reporting tools and internal procedures.
- A collaborative working environment in which initiative and practical ideas are valued.