Administration & IT Assistant

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.

Desired experience: 

• 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.