Office Administrator - 6 month contract
Are you highly organised, detail-oriented, and passionate about supporting a dynamic office environment?
We’re looking for an Office Administrator to play a key role in ensuring the smooth day-to-day running of our operations. You’ll be the backbone of our team, providing essential administrative support, managing office systems, and helping create a welcoming and efficient workplace.
About the Role
We are seeking a highly organized and tech-savvy Office Administrator to support the Global Facilities & Engineering (GFE) department. This role is pivotal in ensuring smooth administrative operations, supporting strategic projects, and driving process improvements across multiple functions, including Facilities & Real Estate, Environmental Health & Safety, and Security & Crisis Management.
Key Responsibilities
As our Office Administrator, you will be responsible for a range of duties including (but not limited to):
Administrative Support
* Update, create, and maintain Standard Operating Procedures (SOPs) for the GFE department.
* Manage and track facilities-related tickets and ensure timely resolution of issues.
* Coordinate and book meetings, including preparing agendas and minutes.
* Provide administrative support to Heads of Departments across GFE functions.
Project Support
* Assist in the planning and execution of the Head Office relocation project, including all related administrative tasks.
* Support the Head of Security & Crisis Management in closing audit actions (no prior security experience required).
Process Improvement & Technology
* Identify opportunities to simplify and streamline processes.
* Leverage AI and digital tools to enhance efficiency and implement smarter ways of working.
Stakeholder Management
* Act as a key point of contact for internal and external stakeholders.
* Build strong relationships across teams and functions, ensuring effective communication and collaboration.
General Office Administration
* Maintain accurate records and documentation.
* Support with travel arrangements, expense processing, and other ad-hoc administrative duties.
Skills & Experience Required
* Proven experience in office administration or similar roles.
* Strong proficiency in Microsoft Office Suite and collaboration tools (Teams, SharePoint, etc.).
* Excellent understanding of technology and AI, with the ability to integrate digital solutions into workflows.
* Exceptional organizational skills and attention to detail.
* Strong stakeholder management and communication skills.
* Ability to work independently and as part of a team.
* Proactive, adaptable, and confident in challenging the status quo to drive improvements.
Desirable Attributes
* Experience in facilities management or corporate real estate environments.
* Familiarity with project coordination and change management.
* Knowledge of health, safety, and environmental processes (advantageous but not essential).
What We Offer
* Opportunity to work on high-impact projects, including a major office relocation.
* Exposure to global functions and senior leadership.
* A collaborative and forward-thinking work environment.
Why This Is a Great Place To Work
Boehringer Ingelheim has been recognised as a Top Employer in the UK. Being certified as a Top Employer confirms our dedication to a better world of work, delivered through excellent HR policies and people practices. To learn more visit: https://www.boehringer-ingelheim.co.uk/careers/uk-careers/why-great-place-work
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