Office Assistant

About the Role
We are seeking a detail-oriented and proactive Office Assistant to provide high-level administrative and operational support to the Contract Administrator and senior management. This role is critical in ensuring smooth coordination of contract documentation, reporting, and internal processes, while helping maintain compliance and organisation-wide efficiency.

Key Responsibilities
Contract & Sales Administration
• Assist in preparing, formatting, and issuing purchase orders, contracts, and sales orders.
• Maintain accurate records of quotes, variations, and approvals for internal and external contracts.
• Support the setup of new customer profiles and the completion of account applications.
Document Management & Compliance Support
• Organise and maintain contract files and project documentation in line with version control and compliance protocols.
• Ensure all files, approvals, and communications are accurately stored and easily retrievable.
• Track due dates for contract milestones, renewals, and document submissions.
Team & Project Coordination
• Schedule meetings, coordinate calendars, and provide logistical support to the Contract Administrator and senior management.
• Liaise with internal departments (Sales, Production, Accounts) to facilitate smooth contract processing and documentation flow.
• Support data entry for CRM, project management, and reporting systems.
Reporting & Data Support
• Assist with the collection, entry, and basic analysis of data related to contract KPIs, supplier performance, and delivery outcomes.
• Support preparation of regular summary reports for internal review and management reporting.

Candidate Profile
Essential Qualifications & Experience
• Minimum 2 years’ experience in an administrative or support role, preferably in a manufacturing, construction, or supply-chain environment.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with CRM or project database systems is an advantage.
• Experience handling confidential and compliance-sensitive documents.

Key Skills & Attributes
• Highly organised with excellent attention to detail.
• Able to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Proactive attitude, with a willingness to learn and support a high-performing team.

Why Join Supaguard?
• Be part of a supportive, high-performing team with clear structure and leadership.
• Gain hands-on experience in the contract management lifecycle.
• Enjoy professional development opportunities in a growing national company.