SF Recruitment are working with a business based in Birmingham (B7) who are looking for an Office Administrator to join the team on a temporary to permanent basis.
8am - 4pm Monday to Friday
£26,000 - £28,000 + Bonus
Job Overview:
We are seeking a highly organised and proactive Office administrator to support day-to-day office operations while ensuring adherence to company policies, training, compliance standards, and efficient management of office resources. This role will involve supporting senior staff with administrative tasks, managing office supplies, coordinating training programs, and overseeing compliance with safety and regulatory standards.
Key Responsibilities:
1. Communication and Administration:
- Handle incoming and outgoing phone calls professionally.
- Maintain and manage the Outlook calendar, ensuring appointments and meetings are scheduled efficiently.
- Oversee the smooth operation of the reception area, acting as the first point of contact for visitors and clients.
2. Office and Supplies Management:
- Maintain and manage stock lists for office and kitchen supplies, ensuring adequate inventory levels.
- Organise and circulate internal enquiries to the appropriate teams.
3. Training and Development:
- Monitor staff training requirements, identifying skill gaps and opportunities for development.
- Book and manage training sessions, renewals, and grants, including Skills and Training Fund applications.
- Administer IHASCO training and Toolbox Talks for staff development.
- Manage the company's training portal, ensuring data and certifications are uploaded and saved accurately.
4. Contracts and Vehicle Management:
- Manage cleaning contracts for the office and ensure service continuity.
- Schedule and track vehicle bookings, including:
o Van bookings every 12 weeks.
o MOTs for vans and lorries.
o Lorry checks every 6 weeks.
o Tachograph checks for compliance.
- Monitor and track driver performance, reporting to relevant stakeholders.
5. Purchasing and Event Organisation:
- Raise and manage purchase orders (POs) for office supplies and equipment.
- Plan and organise events for clients and staff, ensuring smooth execution and meeting objectives.
6. Workwear and Holidays:
- Oversee workwear renewals and stock management to ensure adequate supplies for staff.
- Manage staff holiday records using the Atlas system, ensuring accurate records are maintained.
7. Works in Progress (WIP) Management:
- Create and update new enquiries on the WIP system.
- Progress enquiries to quotes on request from contract managers.
- Convert quotes to live jobs upon request, generating unique job numbers and maintaining documentation.
8. Ongoing Support to Senior Staff:
- Complete a wide variety of tasks assigned by senior staff, including drafting letters, analysing data, generating reports, and purchasing equipment or supplies on behalf of contract managers.
- Manage and maintain the company observations report, ensuring appropriate actions are taken and observations are closed within agreed service level agreements (SLAs).
- Upload and maintain accreditation and membership certificates on relevant portals.
9. Compliance and Regulations:
- Responsible for managing LOLER (Lifting Operations and Lifting Equipment Regulations) and calibration schedules for company plant and equipment.
- Oversee calibration checks on measuring devices, ensuring compliance with company operating procedures.
- Manage company drives, ensuring data is kept in line with ISO 9001 standards.
10. Driver Performance and Vehicle Tracking:
- Collate and report on driver performance from vehicle tracker data, sharing reports with the relevant stakeholders.
- Monitor and track vehicle whereabouts, reporting any anomalies to the appropriate parties for corrective action.
Qualifications:
- Proven experience in office management, administration, or a similar role. (Essential)
- Strong communication skills with a professional demeanour when interacting with staff, clients, and visitors. (Essential)
- Familiarity with ISO 9001 standards and compliance management processes. (Nice to have but training will be given)
- Excellent organisational and time-management skills with the ability to prioritise multiple tasks. (Essential)
- Proficiency with Microsoft Outlook, Excel, and other office software. (Essential)
- Experience with training administration, supply chain management, and event planning (Nice to have but not essential)
Benefits:
- Competitive salary and bonus package
- Opportunities for professional development and career advancement.
- 21 days annual leave plus bank holidays