Office Administrator

2 weeks ago


East Ham, United Kingdom Global Security Guards LTD Full time

Job description
As a office admin, you play a critical role in overseeing and managing the security operations within an organization. Your responsibilities encompass a wide range of tasks to ensure the safety and protection of assets, personnel, and information.

The following are key duties and responsibilities associated with this role:

Duties and Responsibilities:

1.

Administrative Support:


  • Maintain organized filing systems for documents, contracts, and other important records.
  • Assist in the preparation and distribution of internal and external communications.

2.

Visitor Management:


  • Greet and assist visitors, clients, and employees upon their arrival.
  • Coordinate with security personnel to ensure a smooth entry and exit process for visitors.
  • Maintain an accurate log of visitors and contractors for security purposes.

3.

Scheduling and Coordination:


  • Manage appointment schedules for executives and coordinate meetings.
  • Assist in organizing and scheduling training sessions, briefings, and other company events.
  • Liaise with security staff to ensure proper coverage and coordination of duties.

4.

Operational Oversight:


  • Monitor daytoday security operations to ensure adherence to established protocols and standards.
  • Coordinate with various departments to integrate security measures seamlessly into overall business operations.

5.

Document Preparation and Review:


  • Prepare, proofread, and edit documents such as reports, contracts, and internal communications.
  • Collaborate with relevant departments to ensure accuracy and completeness of documents.
  • Maintain confidentiality of sensitive information.

6.

Billing and Invoicing:


  • Assist in the preparation of invoices and billing statements.
  • Work closely with the finance department to ensure accurate and timely invoicing.
  • Address billing inquiries and discrepancies in collaboration with the finance team.

7.

Record-Keeping:


  • Maintain accurate and uptodate records of employee attendance, leave, and time sheets.
  • Assist in the documentation and filing of incident reports and securityrelated records.
  • Ensure compliance with legal and regulatory requirements in recordkeeping.

8.

Communication Liaison:


  • Serve as a communication liaison between different departments within the company.
  • Facilitate information flow between the office and security personnel.
  • Address inquiries and relay messages to the appropriate parties.

9.

Training Support:


  • Coordinate training sessions for office staff as required.
  • Assist in the preparation of training materials and documentation.
  • Monitor and track employee training records.

10.

Health and Safety Compliance:


  • Collaborate with the Health and Safety Officer to ensure compliance with workplace safety regulations.
  • Assist in the coordination of emergency response procedures and drills.

11.

Compliance and Reporting:


  • Ensure compliance with relevant laws, regulations, and industry standards.
  • Generate and submit regular reports on security activities, incidents, and performance metrics.

12.

Stakeholder Communication:


  • Foster effective communication with internal stakeholders, providing regular updates on security matters and addressing concerns.
  • Collaborate with external partners, such as law enforcement and emergency services, to enhance overall security measures.

Job Types:
Part-time, Permanent, Graduate

Salary:
£11.50 per hour

Expected hours: 20 per week

Benefits:

  • Company pension
  • Flexitime

Schedule:

  • Monday to Friday

Education:

  • GCSE or equivalent (preferred)

Experience:

  • Customer service: 1 year (preferred)
  • Administrative experience: 1 year (preferred)

Language:

  • English (preferred)

Licence/Certification:

  • Driving Licence (preferred)

Ability to Commute:

  • East Ham (required)

Work Location:
In person
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