Office Support Administrator

3 months ago

Saint Peter Port, United Kingdom Moore Stephens Full time

**Job Description**:
Job title:
Office Support Administrator

Department:
Operations

Reporting to:
Risk and Operations Director

Job Level:
1

Role purpose: To ensure that the reception function runs smoothly and efficiently, being the first point of contact for Clients and Visitors.

Core responsibilities:
**Reception/Visitors**
- Greet and welcome visitors/clients to the office, offer refreshments to visitors where appropriate;
- Ensure kitchen is kept clean and tidy and fully stocked.Liaise with cleaners to ensure kitchen appliances are maintained and kept clean;
- Coordinate any drop offs, deliveries, documents, and parcels etc;
- Ensure the reception area is kept tidy and stocked at all times.

**Manage Mail**
- Receive, sort, and distribute incoming mail and deliveries;
- Scan incoming mail into Laserfiche;
- Prepare outgoing couriers via DHLs website.

**Organise Meetings**
- Check the main calendar day before and first thing in the morning and throughout the day;
- Book meeting rooms and update calendars;
- Set up meeting room with necessary stationery and equipment;
- Organise catering for meetings and/or general as and when required.

**Administration Support**
- Order supplies i.e., coffee, tea, stationery, water etc;
- Assist Social Ambition in arranging Sports & Social events;
- Booking of travels; taxis, hotels, flights and preparing itineraries when required;
- Supporting other departments as and when required.

Technical / Professional / Qualification Requirements:

- Previous receptionist experience and of working with the general public, both face to face and on the telephone;
- Ability to work as part of a team as well as on own;
- Excellent organisation skills together with efficiency and professionalism at all times;
- Ability to multi-task and be proactive;
- Ability to prioritize work and work on own initiative;
- Approachable with good interpersonal skills;
- Willingness to be flexible in response to changing organisational requirements;
- Preferrable experience in an office environment desirable however, not essential;
- Good working knowledge of MS Office especially MS Word, Excel and Outlook.

Person Specification / Competencies

**Client**:Client focus, driven to deliver a quality service;

**Company**:Follows procedures and is aware of risk. Demonstrates an enthusiasm and aptitude for learning.

**People**:Team player with strong communication skills, who also has the ability to work on their own.

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