Job Title: Office Administrator

Location: Street, Somerset

Salary: Competitive Based on Experience

Employment: Part-time, Permanent

Company Overview

Total Clean Air Ltd is the UK’s leading provider of clean air, containment, and bio-decontamination solutions. Specialising in the design, manufacture, build, installation, and validation of high-performance cleanrooms. We offer standard or custom-built solutions tailored to our clients’ specific needs. Our expertise extends to sectors including healthcare, pharmaceuticals, academic research, manufacturing, and defense industries. Additionally, we provide testing and validation support, contract deep cleaning, rapid biological decontamination, sterilisation, disinfection, and decontamination of hazardous environments.

Our culture is founded on family values and our guiding principle: “We Care”. This ethos underpins everything we do – from project delivery to customer relationships, to how we support and develop our team. We are not simply building cleanrooms – we are building careers, strong foundations, and a future for every member of our team. At TCA, we believe in investing in our people, offering opportunities for professional growth, and forging a career path that is both rewarding and enduring.

Job Description

The Office Administrator will provide reliable day-to-day administrative support across the office, projects, operations and finance teams. This role will help keep the office organised, respond to general enquiries, coordinate practical arrangements and ensure that purchasing, project and routine financial information is accurately recorded and followed through.

This is a varied, hands-on role suited to someone who is organised, approachable and comfortable working with colleagues, engineers, suppliers and other external contacts.

Key Responsibilities

Reception and general office administration

• Provide a welcoming and professional first point of contact for visitors, incoming calls and general enquiries.
• Answer, screen and direct telephone calls and emails to the appropriate person or team.
• Manage incoming and outgoing post, deliveries and couriers.
• Maintain office supplies and consumables, placing orders when required and monitoring stock levels.
• Support the smooth running of office facilities and report maintenance or facilities issues to the appropriate person.
• Carry out general administrative duties, including scanning, copying, filing and maintaining shared records.

Supplier and purchasing support

• Contact suppliers to obtain prices, availability, lead times and other information requested by the projects or operations teams.
• Raise purchase orders in line with company procedures and approved requests.
• Send purchase orders to suppliers and maintain accurate supporting records.
• Track outstanding orders and expected delivery dates, following up suppliers where required.
• Communicate relevant updates, delays or discrepancies promptly to the person responsible for the order.
• Respond to routine supplier enquiries and direct commercial, contractual or payment queries to the appropriate colleague.

Project and operations support

• Provide general administrative support to the projects and operations teams.
• Set up and maintain project folders, ensuring documents are clearly named, filed and readily accessible.
• Support the collation, issue and filing of project documentation, drawings, supplier information and site records.
• Assist with maintaining trackers, action lists and other operational records.
• Arrange engineer travel and accommodation in accordance with approved requirements and company policy.
• Issue booking confirmations and travel details to engineers and relevant managers and maintain accurate records of arrangements made.
• Support the preparation of routine correspondence, meeting information and internal updates when requested.

Finance and accounts support

• Support the finance team with the accurate and timely processing of supplier and customer invoices.
• Assist with processing employee expenses, checking that receipts and supporting information have been provided and referring to any exceptions for approval.
• Update finance schedules, trackers and supporting records as directed by the finance team.
• Assist with routine account reconciliations, investigate straightforward differences and escalate unresolved items to the appropriate colleague.
• Maintain clear and complete records in accordance with company procedures, approval requirements and agreed deadlines.

General responsibilities

• Maintain confidentiality and handle company, employee, client and supplier information appropriately.
• Follow company procedures, delegated authority limits and approval processes.
• Maintain accurate records to support audit, quality and operational requirements.
• Work collaboratively with colleagues and provide reasonable administrative support across the business when priorities require it.
• Carry out other reasonable duties consistent with the level and purpose of the role.

Skills and experience

Essential

• Previous experience in office administration, coordination or customer service role.
• Strong organisational skills and close attention to detail.
• Clear and professional written and verbal communication.
• Confidence in dealing with telephone enquiries, visitors and suppliers.
• Ability to manage several tasks, prioritise work and follow actions through to completion.
• Competence using Microsoft Outlook, Word and Excel, with confidence learning new systems.
• A reliable, practical and proactive approach to work.

Desirable

• Experience supporting projects, operations, purchasing or engineering teams.
• Experience raising purchase orders and tracking supplier deliveries.
• Experience working within an engineering, construction, manufacturing or other project-led environment.
• Awareness of document control or quality management procedures.

Personal qualities

• Friendly, approachable and professional.
• Dependable, organised and willing to take ownership of routine tasks.
• Comfortable asking questions and escalating issues when information, approval or support is needed.
• A collaborative team member who can also work independently within agreed priorities.

Benefits

• Very competitive salary and benefits package.
• Opportunities for professional development and career progression.
• Offer to join the companies private medical insurance after completing probation.
• Supportive and collaborative work environment.
• The chance to work on innovative and high-profile projects across various industries.