Administration & Data Support Officer

4 weeks ago

London, United Kingdom Brook Street Full time

Job Title: Administrative Support Specialist
Job Description: We are seeking a highly organised and proactive Administrative Support Specialist to provide comprehensive support to our company directors and ensure smooth office operations. The ideal candidate will be detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment. As an Administrative Support Specialist, you will play a crucial role in managing office logistics, providing administrative assistance, and facilitating effective communication within the organisation.
Hours:
Tuesday 9am-1.30pm
Thursday 9am-1.30pm
Friday 9am-1.30pm
Responsibilities:
Administration Support for Company Directors : Assist company directors with scheduling meetings, managing calendars, and coordinating travel arrangements.
Office Consumables Management : Organise and maintain office supplies, including ordering, restocking, and managing inventory levels to ensure availability for daily operations.
Telephone Management : Handle incoming calls, direct inquiries to appropriate personnel, and ensure that telephone messages are relayed promptly.
Courier Coordination : Arrange and coordinate courier collections for outgoing packages and manage incoming courier deliveries efficiently.
Mail Handling : Sort and distribute incoming mail and packages, prepare outgoing mail for dispatch, and ensure timely processing of all correspondence.
General Office Duties : Perform various administrative tasks, such as filing documents, photocopying, scanning, and data entry, to support day-to-day office operations.
Meeting Support : Assist in the preparation of meeting materials, set up meeting rooms, and provide administrative support during meetings as needed.
Database Management : Maintain accurate records and databases, including contact lists, vendor information, and office equipment inventory.
Document Management : Organise and maintain electronic and hard copy filing systems to ensure easy retrieval of documents and information.
Office Maintenance : Liaise with building management and vendors to address facility maintenance issues and ensure a clean, safe, and organised working environment.
Qualifications:
Previous experience in administrative support roles or office management preferred.
Strong organisational skills and attention to detail.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office suite (Word, Excel, Outlook).
Ability to multitask and prioritise tasks effectively.
Proactive attitude and willingness to take initiative.
Ability to maintain confidentiality and exercise discretion.
Familiarity with office equipment and basic troubleshooting skills.
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