Office Administrator

6 months ago

Oxford, United Kingdom Talent Brand Full time

**OFFICE ADMINISTRATOR (part time)**
- 1-2 years proven experience in a similar role.
- Exceptional organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in office software (Microsoft Office).Discretion and confidentiality in handling sensitive information.
- Excellent time management skills and the ability to prioritize tasks.
- Strong attention to detail.
- Accounting software knowledge is a plus
- Bachelor's degree in business administration, management, or a related field preferred.
- English languegue (native) Some knowledge of Spanish language is a plus.

**MISSION OF THE POSITION**:
To ensure the smooth operation of our consultancy firm, enabling the team to focus on delivering exceptional results to our clients, by efficiently managing administrative tasks,

**RESPONSIBILITIES**:

- Manage day-to-day operations of the office, including but not limited to office supplies procurement, vendor management, and facilities maintenance.
- Coordinate meetings, appointments, and travel arrangements for team members.
- Support HR functions such as payroll processing, benefits administration, and employee relations.
- Collaborate with the management team to develop and implement office policies and procedures.
- Oversee administrative support tasks, delegating responsibilities as necessary.
- Meeting Coordination: - Organize and prepare materials for meetings.
- Attend meetings, take minutes, and distribute relevant documentation.
- Task and Project Management:

- Coordinate projects and tasks as directed by the Managing Director.
- Follow up on action items and ensure deadlines are met.
- Project reporting in Power BI

**FUNCTIONS AND TASKS**:

- Office Administration: Manage office facilities and equipment, ensuring a clean, safe, work environment. Office supplies (coffee, stationary) key coordinator. Handle incoming and outgoing mail and packages. Plan and execute the move to new office. Liaise with office real estate brokers.
- Communication: Serve as a liaison between employees, clients, and vendors, relaying messages and ensuring timely responses. Prepare and distribute internal communications, memos, and announcements.
- HR Support: Assist with recruitment efforts, including posting job openings and scheduling interviews. Maintain and update employee records, including attendance, leave, and performance evaluations. Assist in the onboarding process for new hires, including preparing necessary documentation and setting up workstations. Holidays Control, Office Attendance Control. Training plan.
- Event Coordination: Plan and coordinate company events, meetings, and workshops. Support social events planning and execution. Arrange catering, venue booking, and logistics for events as required.
- Financial Administration: Assist with invoicing, expense tracking, and accounts payable/receivable tasks. Prepare financial reports and budgets as directed by management. Generate other reports. Insurance reporting Maintain office filing systems and databases. Procurement portals in collaboration with accounting.
- Miscellaneous Tasks: - Perform other administrative duties and special projects as assigned by management.
- Customers: Comply with customer documentation (review, fill, archive contracts). CRM IT licenses
- Travel Book tickets
- Conduct research on behalf of the Managing Director.
- Handle ad-hoc tasks as assigned by the Managing Director.

**KEY COMPETENCIES**:

- Organization and Time Management: Ability to prioritize tasks and manage time effectively to meet deadlines and anticipate the needs and priorities of the Managing Director
- Communication Skills: Clear and effective communication with team members, clients, and stakeholders.
- Adaptability: Flexibility to handle changing priorities and responsibilities in a fast-paced environment
- Attention to Detail: Thoroughness and accuracy in performing administrative tasks and maintaining records.
- Problem-Solving: Ability to identify issues and develop practical solutions to address them.
- Team Collaboration: Willingness to work collaboratively with colleagues to achieve common goals.
- Confidentiality: Discretion in handling sensitive information and maintaining confidentiality.
- Initiative and Proactivity: Take the initiative to identify areas for improvement and implement proactive solutions. Demonstrate a proactive approach to managing tasks and responsibilities
- Interpersonal Skills: Build and maintain positive relationships with colleagues, clients, and other stakeholders. Ability to navigate a variety of personalities with diplomacy and tact.
- Tech Savvy: Proficient in using office software and technology for communication, scheduling, and document management. Ability to quickly learn and adapt to new tools and systems.

**PRINCIPAL DIFICULTIES AND CHALLENGES**:

- Juggling Priorities: Balancing multiple tasks and competing priorities while maintaining a high standard of work. Prioritizing

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