Your new role
My client is seeking a highly organised, proactive, and professional Office Administrator to support the smooth day to day running of their office. This is a key position responsible for reception duties, administrative support, document management, and maintaining efficient office operations. If you thrive in a busy environment, enjoy helping others, and take pride in keeping things running seamlessly, we would love to hear from you.
1. Open and prepare the reception area each morning.
2. Maintain a clean, weing reception and shared office spaces.
3. Answer and direct phone calls professionally, taking accurate messages.
4. Greet and sign in visitors, following all security and H&S procedures.
5. Manage visitor logs and ensure the reception process is followed.
6. Handle all iing and outgoing mail, sorting, logging, and distributing.
7. Monitor and respond to general office email inboxes and respond to phone messages
Office Operations
8. Liaise with building management for maintenance or repairs.
9. Support wider office tasks and take on ad‑hoc administrative duties.
Documentation & Data Management
10. Prepare, format, create, and proofread documents, reports, specifications, and presentations in line with QA procedures.
11. Maintain and update databases and filing systems (physical and electronic).
12. Manage access and login details for project-specific software.
Administrative Support
13. Draft, edit, and proofread correspondence and project documentation (including specifications, RFIs, DCS).
14. Save and organise documents within relevant project folders and maintain filing systems and respond to urgent requests.
15. Follow up with partners on outstanding project information.
Planning & Organisation
16. Review the weekly schedule and prioritise tasks.
17. Follow up on outstanding action items from meetings and ongoing projects.
18. Prepare and distribute weekly reports and updates.
19. Assist with weekly reporting requirements as needed.
20. Maintain and update internal contact lists and databases.
21. Prepare schedules and organisational tasks ahead of the uing week.
22. Update project schedules as required
What you'll need to succeed
23. Excellentmunication skills, verbal and written
24. Strong technical skills, particularly Microsoft Office Suite
25. Professional interpersonal skills, with the ability to work with a wide range of people
26. Problem solving ability, using initiative to resolve issues quickly
27. Adaptability to shifting priorities and task demands
28. High attention to detail and accuracy
29. Discretion and confidentiality in handling sensitive information
30. Customer service orientation, ensuring a positive experience for visitors and colleagues
31. Exceptional organisation and time management, able to multitask and meet deadlines