Join to apply for the Office Administrator role at Trafalgar Entertainment
KEY RESPONSIBILITIES
* Deliver dedicated administrative support to Senior Executives, prioritising workload
* Complete general administration tasks including the typing of documents, Excel data input, filing and photocopying, pulling together reports, taking minutes and diary management
* Respond to emails in a timely manner and manage e-filing accordingly
* Support and cover holidays when EAs are on leave
* Liaise with photocopying companies regarding maintenance and consumables, ensuring enough available for peak times e.g. Stagecoach Conference
* Coordinate and organise meeting rooms daily, ensuring refreshments and lunches are ordered when required E.g., Senior team meetings / Board meetings, training, organising break, lunch refreshments, checking rooms frequently
* Cover Reception as necessary, answering the doorbell, dealing with queries in a professional and courteous manner
* Support the leadership team to organise companywide events and Christmas parties.
* Help to organise finance and other Woking meetings
* For key meetings meet and greet visitors as required, making drinks and ensuring they are made to feel welcome
* Office Equipment Maintenance: Coordinating repairs or maintenance when needed, such as the water cooler (Eden Spring), Printers, Coffee Machine.
* Supplies Management: Setting up and maintaining monthly/annual purchase orders and managing supplier relationships. This includes:
* Weekly fruit box (Woking)
* Monthly archiving service (Iron Mountain)
* Monthly cleaning fee (Woking)
* Bathroom supplies not provided by building management
* Prepare meeting rooms, clear down and ensure clean and tidy at all times as required including any set-up required relating to IT, projector screen, cables, moveable walls etc.
* Total responsibility for the reception and staff areas, including responsibility for the cleanliness and hygiene of the drink areas, ensuring all sundries are fully stocked and milk available and that it remains presentable and professional at all times
* Monitor visitor pass allocation and ensure process adhered to for the monitoring of allocation and returning of passes, liaising with internal teams, who have external visitors
* Responsible for stock control and maintenance of the stationery cupboard, ensuring all deliveries put away and cupboard kept tidy,Including sufficient supply of paper always available for each copier
* Organise post daily, ensuring all post franked and sent on time including the daily collection of post or deliveries from the ground floor reception area
* Liaise with building management regarding issues, fire drills and other activities that will impact the office
* Liaise with Senior EA regarding general administrative duties
* Complete any ad-hoc tasks as required
EXPERIENCE & SKILLS REQUIRED
* Excellent written and verbal communication skills
* Good planning and organisational skills with attention to detail
* Efficient with an abundance of common sense
* Must be proficient in Word, Outlook, Excel, Google
* Able to work on own initiative but also within a team
* Evidence of transferable related skills
Seniority level: Entry level
Employment type: Full-time
Job function: Administrative, General Business, and Art/Creative
Industries: Performing Arts and Office Administration
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