Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Administrative Assistant

Location: Southend-on-Sea, Essex

Employment Type: Full-Time

Reporting To: Directors / Operations Manager

GVR Building Services is a growing, specialist recruitment provider delivering skilled trades and labour to the construction, aviation, and MOD sectors. We pride ourselves on compliance, reliability, and building long‑term client relationships through high‑quality service and operational excellence.

We are seeking an experienced Administrative Assistant with a background in a temporary recruitment agency environment. The successful candidate will play a key role in supporting daily operations, managing the full assignment and timesheet process, ensuring strict compliance for aviation and MOD projects, and liaising with clients and finance teams.

This is a fast‑paced and varied role requiring strong organisational skills, attention to detail, and the ability to manage multiple priorities effectively.

• Coordinating and managing temporary worker assignments
• Processing weekly timesheets accurately and within payroll deadlines
• Resolving timesheet queries with clients and candidates
• Maintaining accurate assignment records within internal systems
• Ensuring smooth onboarding and offboarding processes

• Ensuring all candidates meet strict compliance requirements for aviation and MOD contracts
• Managing right‑to‑work checks, references, certifications, and security clearances
• Monitoring expiry dates for qualifications and documentation
• Maintaining fully auditable digital compliance records
• Liaising with clients regarding site‑specific compliance requirements

• Acting as a point of contact for client queries
• Supporting invoice queries and resolving discrepancies
• Assisting with credit control processes and chasing outstanding payments
• Maintaining professional and responsive client communication

• Supporting consultants and management with administrative tasks
• Updating CRM and internal databases
• Preparing reports and documentation as required
• Managing emails, calls, and general office coordination
• Assisting with ad hoc operational and business administration duties

• Previous experience within a temporary recruitment agency (essential)
• Strong understanding of the temporary assignment lifecycle
• Experience managing compliance documentation
• Knowledge of aviation and/or MOD compliance processes (desirable but not essential)
• Excellent attention to detail and organisational skills
• Confident communicator with strong client‑facing ability
• Competent with Microsoft Office and recruitment CRM systems
• Ability to work independently and as part of a team
• Proactive and adaptable in a fast‑paced environment

• Highly organised and process‑driven
• Professional and discreet
• Solutions‑focused mindset
• Strong time management skills
• Reliable and accountable

• Competitive salary (dependent on experience)
• Supportive and professional working environment
• Opportunity to work on high‑profile aviation and MOD projects
• Career development within a growing recruitment business