This is a really wonderful opportunity if you are hardworking, a great team player and just love to help. Attitude and work ethic and a hunger to learn are key to this hire. This is a non-hybrid role and the hours are 9am to 6pm with a 5pm finish on a Friday.
Responsibilities
(including key every day and occasional tasks, job outputs and process ownership, decision making authorities, internal / external client responsibilities, (for managers) responsibilities for team(s).
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The role of the Office Administrator is to provide the initial friendly and professional face of the London Office. The role is responsible for the smooth day to day running of the London office and also provides administrative support to London staff as well as carrying out a range of other operational duties.
Primary Duties
Office support
- Maintaining the overall tidiness, cleanliness, appearance and efficiency of the reception area/kitchen and overall office
- Greeting visitors, provision of refreshments and tidiness
- Ensuring all office supplies are well stocked (stationery/ and kitchen)
- Meeting rooms management: e.g. booking rooms
- Office facilities coordination
- Maintaining office calendars for meetings, arranging meetings and lunch as necessary
- Organising and maintaining diaries and conference calls
- General administration including organising a filing system, photocopying, scanning, binding of presentations, updating company contact databases, folders, calendars.
- Managing all incoming and outgoing post/deliveries/couriers
- Make extensive International and domestic travel bookings
- Dealing with incoming calls and directing or taking messages as necessary
- Document signing management
- Corporate stationery
Finance Support
- Administrative support, implementation and user championing of the Web expenses:
- Monthly expenses reclaims
- Credit cards
IT Support
- Ad-hoc IT support and dealing with queries on:
- Egnyte: user permission resolution, housekeeping of company intranet
- Teams: manage internal sharing
- Mobile contracts management and dealing with new phone set ups, paperwork and queries
- Laptop set ups
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Secondary duties
- Supporting Senior Executive Assistant with tasks such as event planning and office facilities
- Provide document support using a range of office software, including email and spreadsheets and PowerPoint
- Assist with H&S as required
- Execute ad-hoc duties and provide support to the wider team
- Archiving
Compliance Support
- Training system management:
- Arrange selected training services courses for users
- Assisting and conducting staff certification process for
SMCR
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The above list is not exhaustive.
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| Key interfaces:
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Admin staff, senior management
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Requirements:
Education:
A level or equivalent
Level of expertise/experience:
Minimum of 2 years’ experience, working as an office administrator. Knowledge of systems:
Proficient in MS Office tools, esp. Teams, Word, Excel and PowerPoint and Outlook etc.
Languages:
Excellent spoken and written English - Personal and business skills:
Excellent organisational skills with an attention to detail.
- Ability to draft and review complex documents.
- Personable with excellent written and oral communication skills and the ability to communicate at all levels.
- Imaginative and resourceful with the ability to work using own initiative and without supervision.
- Proficient secretarial skills
- Flexible approach regarding ad hoc duties.
Technical knowledge:
Knowledge of accounting and real estate experience would be beneficial. |
Other:
Candidate shall perform services to include, but not limited to, those services more fully described above and anything else in such supervisory and general administrative capacities that is reasonably requested by the Board.
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