Office Administrator – Full‑time, Maidstone

About the role

RGVA Vehicle Graphics is seeking an organised, proactive Office Administrator to keep the Maidstone office running smoothly. You will support the Operations Manager and fitting teams, handling a mix of routine admin and process‑driven tasks such as ISO9001 accreditation and risk assessments.

Key responsibilities

• Prepare and issue invoices (full or progress‑based) after each fitting.
• Order stock for the fitting team and compile monthly reports for the Managing Director.
• Manage office supplies, collate fitters' hours from the ERP system for payroll, and maintain ISO9001 documentation.
• Support the Operations Manager by checking subcontractor availability and reviewing job photos and details.
• Set up and update customer and vehicle records in Simpro and HubSpot.
• Review deliveries, confirm on‑site readiness, and process supply‑only invoicing.
• Coordinate health & safety compliance, track staff training renewals (PASMA, IPAF) and book courses.
• Prepare risk assessments and method statements, and schedule vehicle servicing, MOTs and road‑tax renewals.

Required profile

• Highly organised with a proactive approach to office management.
• Comfortable handling detail‑heavy work and juggling multiple priorities.
• Enjoys working within structured processes and supporting a small, close‑knit team.

Required skills

• Experience using Simpro software.
• Familiarity with HubSpot CRM.
• Working knowledge of an ERP system for payroll and inventory.

What we offer

• Salary £26,500 – £28,500 depending on experience.
• 25 days holiday plus bank holidays.
• Standard office hours 8:30 am – 5:30 pm, Monday‑Friday, with early finish on Fridays.