Our client is seeking a diligent and proactive Office Administrator to oversee the smooth operation of our facilities and administrative functions. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational skills, and have a keen eye for detail. If you are a resourceful individual with a knack for problem-solving.
Main Duties and Responsibilities:
General Administration:
* Manage and coordinate facilities and office operations to ensure efficiency.
* Serve as the point of contact for the building manager and landlord, negotiating solutions as needed.
* Administer facility maintenance contracts, including cleaning, repairs, and access control.
* Negotiate corporate rates and maintain relationships with hotels.
* Handle ordering of office supplies and staff refreshments.
* Fulfill Fire Marshal duties and oversee fire safety protocols.
Expenses:
* Manage and maintain the Expense Management System.
* Process expenses for multiple office locations.
* Reconcile management and company credit card expenditures monthly.
* Ensure all office expenditures over £100 are authorized in line with company policy.
Equipment:
* Maintain office supplies and non-IT equipment.
* Order equipment as necessary to support office operations.
Travel:
* Arrange travel and accommodations for non-fee earning staff in compliance with company policy.
Compliance:
* Conduct quarterly reporting for FCA compliance on gifts and entertainment.
* Administer compliance forms for expenses over £1k, seeking approval from management and compliance.
Management Support:
* Prepare correspondence and provide ad hoc administrative support to directors.
* Assist with events management as needed.
* Administer company distribution lists for document dissemination.
HR:
* Assist HR Manager with general administrative duties as required.
Finance:
* Serve as a point of contact at the bank.
* Support Accounts Payable with payment processing.
General Administration Responsibilities:
* Ensure the tidiness and functionality of office spaces and meeting rooms.
* Answer and direct inbound calls.
* Coordinate local and international travel arrangements.
* Manage suppliers, service contracts, and office subscriptions.
* Handle meeting room bookings and coordinate courier and mail services.
* Attend and contribute to monthly operations meetings with the building manager.
* Monitor and respond to email queries promptly.
This role offers an exciting opportunity to play a pivotal role in supporting our company's growth and success. If you possess the necessary skills and enthusiasm to excel in this position, we encourage you to apply.