Office Administrator

4 months ago

East Ham, United Kingdom Global Security Guards LTD Full time

**Job description**

As a office admin, you play a critical role in overseeing and managing the security operations within an organization. Your responsibilities encompass a wide range of tasks to ensure the safety and protection of assets, personnel, and information. The following are key duties and responsibilities associated with this role:
**Duties and Responsibilities**:
**1. Administrative Support**:

- Maintain organized filing systems for documents, contracts, and other important records.
- Assist in the preparation and distribution of internal and external communications.

**2. Visitor Management**:

- Greet and assist visitors, clients, and employees upon their arrival.
- Coordinate with security personnel to ensure a smooth entry and exit process for visitors.
- Maintain an accurate log of visitors and contractors for security purposes.

**3. Scheduling and Coordination**:

- Manage appointment schedules for executives and coordinate meetings.
- Assist in organizing and scheduling training sessions, briefings, and other company events.
- Liaise with security staff to ensure proper coverage and coordination of duties.

**4. Operational Oversight**:

- Monitor day-to-day security operations to ensure adherence to established protocols and standards.
- Coordinate with various departments to integrate security measures seamlessly into overall business operations.

**5. Document Preparation and Review**:

- Prepare, proofread, and edit documents such as reports, contracts, and internal communications.
- Collaborate with relevant departments to ensure accuracy and completeness of documents.
- Maintain confidentiality of sensitive information.

**6. Billing and Invoicing**:

- Assist in the preparation of invoices and billing statements.
- Work closely with the finance department to ensure accurate and timely invoicing.
- Address billing inquiries and discrepancies in collaboration with the finance team.

**7. Record-Keeping**:

- Maintain accurate and up-to-date records of employee attendance, leave, and time sheets.
- Assist in the documentation and filing of incident reports and security-related records.
- Ensure compliance with legal and regulatory requirements in record-keeping.

**8. Communication Liaison**:

- Serve as a communication liaison between different departments within the company.
- Facilitate information flow between the office and security personnel.
- Address inquiries and relay messages to the appropriate parties.

**9. Training Support**:

- Coordinate training sessions for office staff as required.
- Assist in the preparation of training materials and documentation.
- Monitor and track employee training records.

**10. Health and Safety Compliance**:

- Collaborate with the Health and Safety Officer to ensure compliance with workplace safety regulations.
- Assist in the coordination of emergency response procedures and drills.

**11. Compliance and Reporting**:

- Ensure compliance with relevant laws, regulations, and industry standards.
- Generate and submit regular reports on security activities, incidents, and performance metrics.

**12. Stakeholder Communication**:

- Foster effective communication with internal stakeholders, providing regular updates on security matters and addressing concerns.
- Collaborate with external partners, such as law enforcement and emergency services, to enhance overall security measures.

**Job Types**: Part-time, Permanent, Graduate

**Salary**: £11.50 per hour

Expected hours: 20 per week

**Benefits**:

- Company pension
- Flexitime

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Ability to Commute:

- East Ham (required)

Work Location: In person

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