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Office Administrator

4 months ago

Oxford Circus, United Kingdom The Recruitment Boutique Full time

Our client is a project management specialist. They are an independent privately-owned property and construction consultancy that sets itself apart from the competition by employing and retaining some of the top talents in their industry. The organisation has been trading for over 25 years and prides itself on service excellence by providing focused and innovative solutions to its clients in a wide variety of challenging construction and development projects from feasibility through design and delivery.

They are looking for an experienced administrator/office manager. You will be supporting the smooth running of the office. They want someone who is professional, caring, proactive and someone who wants to make a difference. Based at their London office near Oxford Circus with flexible working part office/home.

Experience

As the Office Manager, you will be customer focused and well organised. It is essential that you have excellent communication skills and previous administration or office management experience. A willingness to learn and a passion for providing dedicated support to the team will be the key to success in this position.

Attributes also include:

- Previous experience as an office manager.
- Experience in dealing with, suppliers and clients.
- Ability to multitask and stay organised.
- Working with awarding bodies to ensure contract requirements are followed with time checks.
- Good working knowledge of Microsoft packages.
- Collating time charge timesheets for staff and submit with invoices to clients.
- Ability to work well under pressure particularly PQQ and Bid deadlines and monthly invoicing.

Key roles and Responsibilities - London Office
- Managing communication with external stakeholders.
- Coordinate and interface with Admin lead at Kent office.
- Overseeing and updating business policies and procedures as required and ensuring compliance with legislation.
- Reporting to the MD of Initiate Consulting and CEO of parent company PDSI
- Assisting with the retention of staff and setting up and conducting interviews and carrying out pre-employment checks.
- Monitor holiday allowances when approved by line managers maintaining records.
- Create personnel files for new staff, assisting with new staff contracts, inductions and appraisals.
- New Starter inductions and welcome pack.
- General marketing duties including dealing with social media accounts and PR.
- Dealing with insurance, repairs and maintenance, and managing IT Support.
- Prepare papers and take action notes at monthly Initiate Consulting board meetings (BMT).
- Arrange and attend fortnightly team meetings face to face or ‘Teams’ calls.
- Quality Management System ISO 9001 - maintain and conduct internal audits.
- Environmental Management System ISO 14001 - develop and maintain systems and conduct internal audits under the guidance of Board directors.
- Attend networking events to help promote the businesses from time to time.
- Assist in marketing campaigns with social media portals.
- Assist with Tender Portal management - log on and routinely search for new opportunities.
- Events - breakfast/lunches/attending events and ensuring responses are sent/added to diary and networking is maintained for the team.
- Under the leadership of senior management assist with tender PQQ’s and Bids and preparation of tender documents. Attend JV bid meetings and liaison with JV partners.

To be considered for this role, you will need previous office admin experience, confidence with external stakeholders and good document skills to support PQQ and Bids. You would be used to being fully relied upon and the go-to person to ensure the smooth running of the office.

Remuneration and benefits
- Competitive package depending on experience.
- Salary - paid monthly on 28th day.
- Contributory pension scheme following completion of probationary period.
- Holiday 20 days plus 8 public holidays p.a.
- Flexible working 3/2 days office/home. Timing for agreement.
- Full-time 38hrs/week.

They are an Equal Opportunities Employer.