Office Administrator

4 weeks ago

Brighton, United Kingdom TMF Group Full time

**Job no**: 564699

**Work type**: Full time

**Location**: Brighton, United Kingdom

**Categories**: Administration

**Office Location**: Brighton

As Office Administrator you will be responsible for providing a welcoming reception service for all clients, visitors and staff. In addition you will support others with administrative duties, and being responsible for ensuring a safe working environment, as well as preparing reports.

**Key Responsibilities**
- Operations:_
- Supporting the VAT office professional staff as and when required with administrative related duties, such as preparing documents, invoicing, scanning, filing, and other ad-hoc duties
- Support the smooth and effective operation of the office undertaking office management/administrative tasks as required,
- Support the ISO Security Officer with any related tasks and ensuring that relevant ISO policies are adhered to
- Assist the Facilities Manager with the maintenance of office equipment and general facilities management; local supplier liaison
- Monitor levels of stationary and other office supplies (including company stationery i.e. letterhead) and order when required;
- Coordinating post, both incoming and outgoing, arranging couriers;
- Arranging for client files to be archived by sending them to other offices to be recorded on the central database and then sent off site;
- Responsible for hospitality facilities i.e. ordering and preparing refreshments for meetings, making tea and coffee as and when required.
- Arranging social activities
- Carrying out fire risk assessments for the Brighton Office
- Manage Health and Safety in the office, including reviewing and updating Health and Safety policies and ensuring they are observed and compliant
- Financial and commercial Management:_
- Various finance related tasks including preparation of intercompany billing, TMF billing, review VAT invoices, arranging authorization of invoices and expense claims and forwarding to Internal Finance
- Supporting finance and Account Managers with resolving queries regarding the intercompany and client billing
- Collection and forwarding internal finance documentation to Internal Finance
- Maintaining petty cash records
- Set up of clients on FileMaker and updating client and return specific details
- Client service:_
- Answering general phone inquiries in a professional manner. Screening calls, forward phone inquiries to the appropriate staff members. Taking detailed messages and ensuring they are provided to relevant person, as required.
- Greet clients/suppliers/visitors to the office in a professional and friendly manner; arranging access to office according to visitor policy
- Liaising with TMF compliance and keeping client KYC files up to date; arrange Preliminary Intake Approval and create monthly reports to account managers and Group Compliance

**Job Requirements**
- GCSE (or equivalent) level of Education
- Prior experience in customer facing or Administration role.
- Fluent in both written and spoken English
- Expertise in all MS Office packages (Word, PowerPoint, Excel, Outlook).
- Strong organisational and process management skills; attention to detail.

**Benefits**
- Private medical insurance
- Life assurance x4 base salary
- Pension
- 25 days Holiday
- Discounted gym memberships, Life Style discounts - travel discounts, cinema tickets, high street vouchers are just some of the discounts you have access to when you shop online or in store,
- Purchase additional holidays Scheme

***

**Advertised**: 01 Jun 2023 GMT Daylight Time
**Applications close**: 29 Sep 2023 GMT Daylight Time

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