We are currently selectingcandidates for a leading supply chain consulting company located inAbingdonOxford
OFFICEADMINISTRATOR (parttime)
* 12 years provenexperience in a similar role.
* Exceptionalorganizational and multitaskingabilities.
* Strong written and verbalcommunication skills.
* Proficiency in officesoftware (Microsoft Office).Discretion and confidentiality inhandling sensitive information.
* Excellent timemanagement skills and the ability to prioritizetasks.
* Strong attention todetail.
* Accounting software knowledge is aplus
* Bachelors degree in businessadministration management or a related fieldpreferred.
* English languegue (native) Someknowledge of Spanish language is aplus.
MISSION OF THEPOSITION:
Toensure the smooth operation of our consultancy firm enabling theteam to focus on delivering exceptional results to our clients byefficiently managing administrative tasks
RESPONSIBILITIES:
* Managedaytoday operations of the office including but not limited tooffice supplies procurement vendor management and facilitiesmaintenance.
* Serve as the primary point ofcontact for internal and external communications includinganswering phone calls responding to emails and handlingcorrespondence
* Coordinate meetings appointmentsand travel arrangements for teammembers.
* Support HR functions such as payrollprocessing benefits administration and employeerelations.
* Collaborate with the management teamto develop and implement office policies andprocedures.
* Oversee administrative supporttasks delegating responsibilities asnecessary.
* Meeting Coordination: Organize andprepare materials for meetings.
* Attend meetingstake minutes and distribute relevantdocumentation.
* Task and ProjectManagement:
* Coordinate projects and tasks asdirected by the Managing Director.
* Follow up onaction items and ensure deadlines aremet.
* Project reporting in PowerBI
FUNCTIONS ANDTASKS:
* OfficeAdministration: Manage office facilities and equipment ensuring aclean safe work environment. Office supplies (coffee stationary)key coordinator. Handle incoming and outgoing mail and packages.Plan and execute the move to new office. Liaise with office realestate brokers.
* Communication: Serve as aliaison between employees clients and vendors relaying messages andensuring timely responses. Prepare and distribute internalcommunications memos and announcements.
* HRSupport: Assist with recruitment efforts including posting jobopenings and scheduling interviews. Maintain and update employeerecords including attendance leave and performance evaluations.Assist in the onboarding process for new hires including preparingnecessary documentation and setting up workstations. HolidaysControl Office Attendance Control. Trainingplan.
* Event Coordination: Plan and coordinatecompany events meetings and workshops. Support social eventsplanning and execution. Arrange catering venue booking andlogistics for events as required.
* FinancialAdministration: Assist with invoicing expense tracking and accountspayable/receivable tasks. Prepare financial reports and budgets asdirected by management. Generate other reports. Insurance reportingMaintain office filing systems and databases. Procurement portalsin collaboration with accounting.
* Miscellaneous Tasks: Perform other administrative duties andspecial projects as assigned bymanagement.
* Customers: Comply with customerdocumentation (review fill archive contracts). CRM ITlicenses
* Travel Booktickets
* Conduct research on behalf of theManaging Director.
* Handle adhoc tasks asassigned by the ManagingDirector.
KEYCOMPETENCIES:
* Organization and TimeManagement: Ability to prioritize tasks and manage time effectivelyto meet deadlines and anticipate the needs and priorities of theManaging Director
* Communication Skills: Clearand effective communication with team members clients andstakeholders.
* Adaptability: Flexibility tohandle changing priorities and responsibilities in a fastpacedenvironment
* Attention to Detail: Thoroughnessand accuracy in performing administrative tasks and maintainingrecords.
* ProblemSolving: Ability to identifyissues and develop practical solutions to addressthem.
* Team Collaboration: Willingness to workcollaboratively with colleagues to achieve commongoals.
* Confidentiality: Discretion in handlingsensitive information and maintainingconfidentiality.
* Initiative and Proactivity:Take the initiative to identify areas for improvement and implementproactive solutions. Demonstrate a proactive approach to managingtasks and responsibilities
* InterpersonalSkills: Build and maintain positive relationships with colleaguesclients and other stakeholders. Ability to navigate a variety ofpersonalities with diplomacy and tact.
* TechSavvy: Proficient in using office software and technology forcommunication scheduling and document management. Ability toquickly learn and adapt to new tools andsystems.
PRINCIPALDIFICULTIES AND CHALLENGES:
Juggling Priorities: Balancing multiple tasks and competingpriorities while maintaining a high standard of work. Prioritizingeffectively to ensure the most critical tasks are addressedpromptly.
Dynamic Work Environment: Adapting tothe fastpaced and unpredictable nature of the work environment.Remaining agile in the face of changing directives and lastminuterequests.
Time Management: Managing theManaging Directors schedule efficiently to optimize productivity.Ensuring that deadlines are met and tasks are completed withinspecified timelines.
Pressure Situations:Operating effectively under pressure such as during tight deadlinesor highstakes situations. Remaining calm and composed to makeinformed decisions in challenging circumstances.
Managing Expectations: Balancing theexpectations of various stakeholders including the ManagingDirector colleagues and external contacts. Communicating realistictimelines and outcomes to manage expectationseffectively.
WE OFFER:
* Immediateincorporation with initial parttime contract (5 hours x day) in themornings.
* Career plan and career advancementopportunities
* Salary according to yourexperience and studies
This positionis open to everybody regardless of their age gender race religionsexual orientation or functional diversity.
Ifyou are interested in joining an interesting international companywith offices in Europe and America where you can developprofessionally and work in a pleasant and human and happyenvironment please send us your CV. We will contactyou.