Reception and Business Support Administrator
Quartzelec is an independent, multi\-disciplined service provider, proudly employing over 600 people in the UK and beyond, with a turnover exceeding £90 million.
We specialise in contracting and rotating machine services, and our expertise in repairing and maintaining motors and generators is backed by over 100 years of experience in the field.
We take pride in being an engineering authority with a strategic global presence, dedicated to meeting the unique needs of our clients.
Join us for a unique experience where we value autonomy, giving our employees responsibility and ownership in their areas of expertise.
The Opportunity:
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
- 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
- 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
- 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
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
- 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
As a valued member of our team, you’ll receive a comprehensive benefits package that includes:
- Contributory salary sacrifice pension scheme
- Life insurance (4x your salary)
- Enhanced annual leave entitlement, in addition to bank holidays
- Company\-funded gym subsidy payments
- Free 24/7 remote GP service and other health support benefits
- Employee referral program
- Long service recognition awards
- Paid maternity and paternity leave
- Access to free Electric/ Hybrid vehicle charging points and free onsite parking
- Employee Assistance Programme
- Extensive professional development through our in\-house training academy
- Career\-enhancing training events
- Exclusive employee discounts and various concessions via our corporate perks platform
At Quartzelec, we are proud to invest in developing future talent, demonstrated by our active support of more than 100 apprentices across the business. Our commitment to nurturing skills and providing meaningful development opportunities was recognised in 2025 when we received the Employer Recognition Award from two of our training partners. We remain dedicated to helping our apprentices grow through guidance, mentorship, and hands‑on experience, enabling them to reach their full potential.
We offer a unique working environment that values autonomy and empowers individuals to take ownership of their expertise. This approach not only allows you to make a real impact but also opens the door to genuine opportunities for career progression.
Please note that we may close this vacancy early if we receive a high volume of applications. If you are interested in this role, we encourage you to apply as soon as possible.
Strictly no agencies please.
*Quartzelec is an equal opportunities employer*
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*If you wish for your data to be removed from our database please contact us at recruitment@quartzelec.com*
Benefits:
- On\-site parking
- Are you able to work in the office full time Monday\- Friday?
- Do you have experience supporting basic finance or transactional administrative processes (e.g. POs, invoices, expenses, timesheets)
- United Kingdom (required)
- Rugby, Warwickshire (required)
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