We are looking for a highly organised and professional Reception & Business Support Administrator to join our team in Rugby. This is a dynamic, multi-functional role combining front-of-house responsibilities with wider administrative and finance support.
You will play a key role in ensuring the smooth day-to-day running of the office, supporting business operations, and maintaining a welcoming and efficient environment for visitors, employees, and stakeholders. This role is particularly important in supporting increased operational activity linked to major projects.
You will work across reception, administration, and transactional finance, making this an ideal opportunity for someone who enjoys variety and responsibility.
Key Responsibilities:
Front of House & Reception
- Act as the first point of contact for visitors, contractors, and stakeholders
- Deliver a professional and welcoming reception service
- Manage reception operations, including opening and closing procedures
- Handle incoming calls, emails, and enquiries effectively
- Manage visitor sign-in, site security procedures, and PPE/pass allocation
- Coordinate meeting rooms, refreshments, and logistics
- Support site inductions for visitors and new starters
- Maintain a tidy and professional reception area
Administrative & Operational Support
- Provide general administrative support including filing, document control, and record keeping
- Manage incoming/outgoing mail and courier services
- Maintain office records, document systems, and archives
- Order office supplies, stationery, and consumables
- Support travel bookings (accommodation, transport, etc.)
- Assist with coordination of general office activities
Finance & Transactional Support
- Raise and process purchase orders in line with company procedures
- Support invoice processing (matching, checking, resolving queries)
- Assist with supplier statement checks and reconciliations
- Process employee expenses accurately in line with policy
- Collect and input timesheets for payroll and project reporting
- Maintain accurate financial records to support audit requirements
- Provide administrative support to the Finance Manager and finance team
Facilities, Compliance & H&S Support
- Support facilities and health & safety processes
- Maintain compliance records including insurance and certifications
- Assist with tracking training and compliance requirements
- Promote a safe and well-maintained office environment
Your skills and experiences:
Essential
- Previous experience in a reception and/or administrative role
- Experience supporting finance or transactional processes (POs, invoices, expenses, timesheets)
- Strong organisational and time management skills
- Excellent communication and interpersonal skills
- Proficient in Microsoft Office (Word, Excel, Outlook)
- Ability to multitask in a busy, fast-paced environment
Desirable
- Experience within engineering, construction, or project-based environments
- Familiarity with finance or ERP systems
- Experience supporting payroll or timesheet processes
- Experience working in a multi-functional office
How to Apply
If you are interested in applying for this role please send your CV and letter of application explaining how you meet the requirements of the role to:-
Email: recruitment@quartzelec.com
Strictly no agencies please
Quartzelec is an equal opportunities employer
All personal data collected by Quartzelec Ltd is stored and processed in accordance with the General Data Protection Regulation (GDPR).
Please read our Privacy Policy for a full insight on how we protect and manage data.
If you wish for your data to be removed from our database please contact us at recruitment@quartzelec.com
BACK TO CURRENT VACANCIES
