Office Adminstrator - London
- Corporate, Security, aerospace & defence
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The position is varied and interesting, working as part of a team across 7 UK offices, who provide multidisciplinary support to complex projects both in the UK and in support of our other businesses overseas.
You are required to be flexible in terms of work location and travel. If deployed at client site you should be geographically mobile and be prepared to work anywhere in the UK.
The requirements
- A strong communicator who can liaise/co-ordinate with contacts face to face and over the phone.
- Strong experience in office administration.
- Conversant in Outlook, Word, Excel and PowerPoint.
- Able to create documents/ reports/ processes appropriate to the needs of the office.
- Able to demonstrate organisational ability, use initiative and prioritise workload.
- Good written and communication skills and a professional manner.
- Self-sufficient/ ability to work independent from instruction with a proactive approach.
- Excellent attention to detail.
Responsibilities
- Office Coordination and general office duties.
- Managing all new starters, leavers and transfer and associated administration.
- Budgets and managing corporate card.
- Assist with travel bookings.
- Local Information Assurance Manager for local office.
- Office Safety Champion.
- Support to team members and other offices when required.
- Emailing staff who have post to collect and sending reminders when not collected.
- Ensuring adequate supplies of expenses envelopes available.
- Liaising with Post Room on special delivery/courier requests.
- Responsible for all copiers floorplate.
- Ensuring all in working order with regular checks throughout the day.
- Ensuring adequate toners available.
- Reporting faults to engineers and liaising with them on arrival.
- Maintaining a tidy agile environment and IT equipment for each desk.
- Manage distribution lists.
- Coordinate office moves.
- Saving desktops for visiting staff, if required.
- Maintaining list of lockers allocated.
- Identifying lockers needing to be returned due to secondment.
- Keeping a waiting list.
- Dealing with staff ad-hoc office enquiries.
- Printing documents/binding for visiting staff.
- Assisting staff with organising various tasks i.e. photographer, compiling photo schedule of staff, collection of workshop material etc.
- Conference Room Bookings.
- Ensuring meeting room/ offices are clean and tidy.
- Support with booking internal and external conference rooms.
- Ensuring stationary cupboard fully stocked of all items.
- Ordering of catering supplies.
- GIS Charges.
- Review monthly GIS charges.
- Alert those highlighted as high users
- Recognition Awards.
- Liaising with staff on which voucher they want.
- Processing online vouchers and gift cards.
- Ensuring online vouchers received by staff.
- Printing receipts and coding.
- When required, booking hotels, trains, flights or car hire.
- Advice on travelling to certain countries.
- Support with Visas.
- Local point of contact for information.
- Participating in weekly IA meetings.
If applying to this role please do not make reference to (in conversation) or include in your application or CV, details of any current or previously held security clearance.
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