Office Administrator

6 months ago


London, United Kingdom Pharos Architectural Controls Full time

**Job Reference**: PH/AD/LON/MAR24
**Salary**:Competitive, dependent on level of experience
**Working Hours**:Full-time (37.5 hours/week) though applicants for 0.8 FTE (4 days/week) will be considered.
**Contract Type**: Permanent
**Location**:Pharos Architectural Controls office, London, W4. (The post holder may be required to work at other locations, at the discretion of their line manager) This role offers flexibility to work from home on occasion when necessary.

Pharos Architectural Controls is seeking a highly organized and detail-oriented office administrator to join our team. The Administrator role is central to the smooth running of our operations, taking responsibility for a wide range of duties that ensure efficiency and productivity within our company.
Applicants must have the right to work in the UK Pharos is not able to provide sponsorship.

**About Us**

Pharos Architectural Controls is an award-winning British manufacturer of dynamic lighting control solutions for the architectural and themed entertainment industries. Our products are highly flexible, versatile and powerful, and trusted to run day and night illuminating iconic installations around the world from international landmarks and historic architecture to theme parks, airports, stadiums, bridges, shopping malls, art installations, and more.

Pharos strives to keep in step with the ever-changing lighting industry and adapt to the needs of our customers and their projects; our business is expanding and evolving with opportunities in new markets and new technologies in lighting. The Pharos brand is known for its high-quality lighting control, flexible integration and responsive technical support. The Pharos team are passionate about providing customers and projects with just the right control system to meet (and often exceed) their needs.

**Job Summary**

The Pharos team is lean and highly motivated, and everyone is used to rolling their sleeves up to get things done. However, as we grow, the time we have available to organise ourselves and process our administrative tasks is decreasing the time has come to get some help. The Administrator will support the operation of all teams in the business sales, support, operations, marketing, product management and R&D. Youll need to be flexible and prepared to turn your hand to a multitude of tasks but this will ensure the role is interesting and varied.

We offer a very friendly, flexible and supportive working environment.

**Key Responsibilities**
- Scheduling internal and client meetings by coordinating team members calendars, booking rooms, etc.
- Taking comprehensive minutes during key meetings, and assisting in the creation of agendas for follow up meetings.
- Filing pertinent documents for meetings and projects.
- Handling all purchase order (PO) work for non-inventory items, including raising and receiving POs, managing invoices, and interfacing with the accounts team.
- Assisting with travel arrangements for the team, including liaising with travel agents.
- Filing expense reports for all employees.
- Managing customer demo products, including arranging shipping and chasing returns of products on loan to customers.
- Assisting with the administration of product returns & repairs (RMAs), supporting the technical team, managing paperwork, coordinating with the manufacturing team, and arranging return shipping.
- Collaborating with the operations team for non-inventory shipments, including swag and tradeshow-related logistics.
- Administrating the Pharos customer training programme, with tasks including booking sessions, handling payments, distributing prerequisite materials and organising catering.
- Conducting basic updates to the website, such as posting news stories.
- Administering swag in the office, including distributing items to staff, preparing swag for training & tradeshows, and maintaining stock levels.
- Creating and distributing our monthly social media report, with an emphasis on looking at how parts of this can be automated.
- Administrating the generation and distribution of Pharos Cloud vouchers.
- Acting as the first point of call for all deliveries in the London office.
- Overseeing the Pharos Employee Forum administration, including arranging meetings, organizing nominations and elections, and taking minutes.
- Other tasks as reasonably required by your colleagues.

**Essential Skills and Qualifications**
- Previous experience in a similar role.
- Excellent attention to detail and organizational skills.
- Excellent communication skills in both written and verbal English.
- Experience with ERP or business accounting software.
- Proficiency with IT (Windows, Office).
- Ability to manage multiple tasks and to prioritize effectively.
- Good problem-solving abilities and initiative.
- A positive and proactive approach under all circumstances.

**Desirable Extras**
- Experience with WordPress.
- Experience with Mailchimp.
- An interest in lighting control in installations



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