Office Administrator

Job Title: Office Administrator

Location: Maidstone

Salary: 26,500 - 28,500 depending on experience.

Job Type: Permanent, Full-Time

Hours: Standard Office Hours are 8:30am - 17:30pm Mon-Fri.

RGVA provides a complete vehicle branding service from to design to installation, with clients including Domino's Pizza, Lidl, Currys and Nestle, our small but hard-working team are responsible for branding some of the UK's most well-recognised liveries. Over the last 25 years we have grown from our base in Maidstone, Kent, to become the only vehicle specific, full service graphic company in the UK, and we owe our success to our close-knit team who take great care of our ever-growing customer base.

About the Role

RGVA is looking for an organised, proactive Office Administrator to keep our office running smoothly and support our Operations Manager and fitting teams. This is a varied role at the heart of the business - spanning day-to-day invoicing and stock ordering through to compliance, scheduling, and vehicle fleet admin. You'll need to be comfortable juggling routine admin alongside more process-driven responsibilities like ISO9001 accreditation and Risk Assessments/Method Statements.

This role suits someone who likes structure, doesn't mind detail-heavy work, and wants genuine variety day to day.

What You'll Be Doing:

Office Administration & Finance:

• Invoicing jobs (full or progress-based) following completion of previous day's fitting
• Ordering stock for the fitting team and producing a monthly report for the MD
• Ordering general office supplies
• Collating fitters' hours from the ERP system for payroll
• Managing ISO9001 accreditation, including coordinating audits alongside the MD

Supporting the Operations Manager:

• Chasing subcontractor availability
• Checking photos and job details uploaded by the fitting team (chassis, temps, etc.)
• Creating and updating tracking sheets for completed installs
• Setting up customer and vehicle records in Simpro / HubSpot
• Reviewing previous day's deliveries - checking PODs, confirming on-site readiness for fitters, and recording for supply-only invoicing
• Coordinating H&S compliance - tracking when staff training (PASMA, IPAF, etc.) is due for renewal and booking the relevant courses (no requirement to deliver training yourself)
• Creating Risk Assessments & Method Statements
• Booking company vehicles in for servicing, MOTs, and road tax renewal
• Hours

Standard office hours: 8:30am - 5:30pm, Monday to Friday Plus Finish Early Fridays - 4:00pm finish if you take only a 30-minute lunch Wednesday-Friday.

What's on Offer

• Salary 26,500 - 28,500 depending on experience
• 25 days holiday + bank holidays, rising by 1 day at 5 years' service and again at 10 years'
• Death in service policy
• End-of-year company bonus
• Finish Early Fridays

What We're Looking For

• Strong organisational skills and comfort managing multiple ongoing tasks
• Confidence with office/ERP systems (training provided on Simpro/HubSpot if not already familiar)
• Good attention to detail - particularly for compliance, invoicing, and documentation
• A proactive, "gets on with it" attitude

Please click on the APPLY button to send your CV and Cover Letter for this role.
Candidates with the relevant experience or job title of; Office Administrator, Administrator, Office Administration Assistant, Administration Clerk, Administrative Assistant, Office Coordinator, Receptionist, Secretary, Business Administrator, Support Administrator, Reception Administrator, Office Assistant, Office Coordinator, Office Manager, Business Administrator may also be considered for this role.