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Office Administrator

3 months ago

Kings Langley, United Kingdom WJ Groundwater Limited - HERTFORDSHIRE AREA Full time

OFFICE ADMINISTRATOR - Kings Langley

**Key role Objective**:
The post holder will assist the Management Team in day-to-day administrative work and general office duties.

**Reports / Responsible to**: Finance Manager (Line Manager)

**Key areas of responsibility**:

- Answer, screen and direct phone calls, taking detailed and accurate messages where necessary - Reception work
- Managing all deliveries and couriers, incoming and outgoing including couriers and deliveries, compiling shipping invoices for export when necessary and notifying staff of deliveries in a timely manner.
- Manage the Purchase Order System - Process purchase orders on portal and accounts system, import routines to Eque2, set up of new clients, projects, employees and approval limits etc.
- Front of house - Meeting and Greeting clients/customers and advising staff of arrival, scheduling meeting room, organizing lunch and refreshments and cleaning meeting room after meetings check and close windows at the end of the day and set the dishwasher on. Empty Dishwasher in the morning.
- Weekly stationery inventories and supplies to ensure all stock is up to date, ordering more when necessary, research new deals and suppliers.
- Manage mobile phones for company. Maintain contact lists, keep mobile phone records up-to-date, ordering new phones when necessary, arrange for roaming and assisting on any queries, update all phone lists.
- Develop and maintain filing systems, making labels and folders including archiving and ad hoc filing, scanning, and copying. Updating asset register on HRIS.
- Booking flights, accommodation, travel arrangements including hire vehicles and updating staff movement’s spreadsheet, maintaining an accommodation spreadsheet along with costs.
- Scanning, faxing and photocopying in general and for finance team
- Managing the development and maintenance of the office facilities, equipment and consumables including security fobs for employees.
- Coordinating and arranging company events.
- Publishing Exchange Rate monthly
- Vehicle Administration including Fuel Cards, Congestion/Dartford charge, incidents and accidents, service bookings and tax payments.
- Ad-hoc Secretarial duties including events coordination
- Office cover during holidays/absences

The above is not exhaustive and you will be expected to undertake any other ad-hoc duties which may reasonably fall within the level of responsibility and competence. The board of WJ Groundwater Limited is committed to the implementation and certification of a Quality Management System to ISO9001.

**Qualifications & Experience**:
Minimum education to at least GCSE standard is required including math and English.
- Good communication and organisational skills, always approachable and professional in approach and articulate
- Super organized, with the ability to prioritize
- Takes initiative; doesn’t wait for direction and looks for things to do; always looking to improve processes, self-motivated
- Adaptable to change
- A strong team player
- Trustworthy and reliable
- Proficient in Microsoft Office suite of products (predominantly Outlook, Word and Excel)

Must be willing to work extra hours should the work load require

**Disposition /Attitude**:

- Positive outlook
- Reliable and punctual
- Team player
- Personable and good communicator
- Tolerant and sympathetic
- Solutions driven and focused

**Working Conditions**:
The role is head office based. Hours are 08:30 to 17:00, Monday to Friday, with one hour unpaid lunch-break each day. 37.5hrs per week

**Physical Requirements**:
**Job Types**: Full-time, Temp to perm

Pay: £24,000.00 per year

**Benefits**:

- Additional leave
- Company pension
- Cycle to work scheme
- Employee discount
- Gym membership
- Health & wellbeing programme
- Life insurance
- Private dental insurance
- Private medical insurance
- Profit sharing
- Referral programme
- Sick pay

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Kings Langley: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Microsoft Office: 1 year (preferred)

Licence/Certification:

- Drivers Licence (preferred)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Reference ID: OFFICE ADMIN
Expected start date: 10/06/2024