Part-Time Office Administrator (Cleaning & Hygiene)

Heb Group is a people-powered business delivering Mechanical & Electrical, Facilities Management, Cleaning & Hygiene, and Security services across the UK.

Established in Sheffield in 1923, we have grown into a multi-disciplinary group supporting clients across healthcare, education, commercial, industrial, retail, leisure and public sectors. Today, the business operates from key hubs in Sheffield, Doncaster, Leeds and the North West, delivering projects and maintenance services nationwide.

Within our Cleaning & Hygiene division, we provide professional cleaning services across a wide range of environments, supporting clients with their day-to-day cleaning requirements and helping maintain safe, hygienic and well-presented facilities. Our services are supported by experienced operational teams, a commitment to quality and a focus on building long-term client relationships.

As part of our continued development, we are looking to appoint a Part-Time Office Administrator to support our Cleaning & Hygiene Management team from our Doncaster office, helping ensure the smooth running of administrative processes and providing reliable support to our operational colleagues.

 
Reporting to the Managing Director of Heb Cleaning & Hygiene, the Part-Time Office Administrator will be based at our Doncaster office, working 20 hours per week and providing efficient and accurate administrative support to the division.

Working closely with Contract Managers and the wider Cleaning & Hygiene team, the successful candidate will assist with maintaining administrative records, preparing information to support payroll processes, coordinating orders and responding to routine enquiries.

The role will also involve supporting client communications, maintaining site documentation, assisting with meeting arrangements and ensuring information is recorded and shared accurately.

The Part-Time Office Administrator will play an important role in supporting the smooth running of the division, ensuring administrative tasks are completed efficiently and operational teams receive the support they need.

• Answer telephone calls, monitor shared email inboxes and welcome visitors, providing a friendly and professional service.
• Respond to enquiries promptly, directing them to the appropriate colleague and following up where required.
• Prepare correspondence, maintain spreadsheets and organise electronic records, ensuring information is accurate, up to date and easily accessible.
• Coordinate orders for cleaning materials, equipment, stationery, uniforms and office supplies, maintaining accurate order records.
• Collate purchase orders and delivery notes, providing accurate information to the Accounts team to support invoice checking and client invoicing.
• Support diary management, meeting arrangements and general administration for the Cleaning & Hygiene Management team.
• Provide day-to-day administrative support to Contract Managers, helping maintain accurate site information, records and outstanding actions.
• Liaise with clients regarding routine enquiries, including cleaning arrangements, site access and planned works, in consultation with the relevant Contract Manager.
• Record client requests, feedback and complaints, ensuring they are communicated promptly to the appropriate manager and agreed actions are followed up.
• Assist with preparing client reports, meeting notes, site documentation and service schedules.
• Liaise with suppliers to arrange deliveries and follow up outstanding orders, keeping Contract Managers informed of progress.
• Support accurate payroll preparation through the maintenance and organisation of relevant administrative records and information.
• Maintain confidentiality when handling employee information, client records and commercially sensitive documentation.
• Work collaboratively with colleagues across Heb Group to support effective communication and administrative processes.
• Ensure administrative activities are carried out in accordance with Heb Group policies, procedures and relevant data protection requirements.
• Identify opportunities to improve administrative processes, record keeping and the efficiency of day-to-day office operations.
• Undertake any other duties reasonably required within the scope of the role.

Essential Qualifications & Experience

• Previous experience working in a busy office administration role.
• Excellent computer skills, particularly Microsoft Excel, Word and Outlook.
• Confident using Microsoft Excel to maintain trackers, apply formulas, sort and filter information, and prepare accurate summaries.
• Strong attention to detail, particularly when handling figures, working hours and employee information.
• Excellent organisational skills, with the ability to manage competing priorities and meet deadlines.
• Friendly and professional manner, with excellent written and verbal communication skills.
• Confidence communicating with clients, suppliers, colleagues and managers.
• Proactive approach to work, with the ability to use initiative and work independently or as part of a team.
• Ability to handle confidential information with discretion and professionalism.

Desirable Qualifications & Experience

• Previous administrative experience within the commercial cleaning industry.
• Experience working within facilities management or another service-based business supporting multiple client sites.

• Join an established business with over 100 years of history.
• Be part of our growing Cleaning & Hygiene division, supporting the delivery of professional cleaning services.
• Part-time working hours, with 20 hours per week based at our Doncaster office.
• Work closely with an experienced Management team and operational colleagues.
• Play an important role in supporting the day-to-day running of the division.
• Opportunities for continued professional development and career progression.
• Collaborative, people-focused working environment.
• Competitive salary and benefits package.

If you are looking to join a growing, people-focused business where safety, quality and customer service are genuinely valued, we would love to hear from you. Please click the Apply Now button below to start our simple application process.

Heb Group is an equal opportunities employer and welcomes applications from individuals of all backgrounds and experience levels.