Office Administrator

3 days ago

Rugby, United Kingdom Urban&Civic Full time

**Role Objectives**

The purpose of this role is to play a key part in the project team at our Houlton site, supporting on office administration and co-ordination within our main building, as well as assisting with the running of our community facilities within the local centre. The project team consists of 5/6 members based at Houlton, with additional colleagues regularly travelling from our London head office over the working week.

The Administrator/Community Host will be based at Orchard House, which as our main office is situated on the first floor above The Co-operative store - the first retailer to be opened at Houlton launched back in October 2021. Additionally, as part of our masterplan for the site, The Old Station Nursery opened its doors around the same time last year (and is just over the road from our office).

Prior to our relocation to Orchard House, the team were based in our Visitor Centre, also known as the Farmhouse. This is a stone’s throw away from our new building and has now been transformed into our community co-working hub, The Exchange. Additionally, we are situated next to The Tuning Fork eatery as well as The Barn, our community centre. This area is called our “local centre.”

**Role Responsibilities**
- Hosting and Community Support _
- Provide a professional first point of contact for visitors to the development office including answering the door, meeting & greeting guests, preparing refreshments and supporting with Wi-Fi access or other requests as made by our visitors. Also transport co-ordination where required.
- Answer, screen, and forward phone calls to the development office and handling any messaging.
- Deal with the office post.
- Support the team in hosting visits to the development and provide a professional service including booking and setting up meeting rooms, organising catering, transport, Personal Protective Equipment (PPE) and other requirements.
- Provide basic tech support to the meeting rooms to ensure presentations, virtual meeting and wifi connections work for the team and visitors.
- Provide a professional first point of contact for local residents with queries about the development or wishing to hire our community spaces and signpost those to the appropriate member of the site team where necessary.
- Systems and Processes_
- Manage the room booking system within the office.
- Order stationery and office supplies for the office and community facilities.
- Housekeeping within the office and community facilities - replenishing printer supplies, tidying areas, set up and clearing away after meetings etc.
- Liaise with contractors who carry out services within the office and community facilities including cleaners, catering, security, IT, AV, printers, and maintenance.
- Assist with daily health and safety duties within the office and community facilities.
- Work with the Office & Community Facilities Coordinator to support the overall running of the community facilities (The Barn and The Exchange).
- Administration_
- Asist the team with the production of any letters, presentations and other documentation as well as other office admin tasks as needed.
- Interact with other departments and the wider support team within U&C team to assist with completion of admin tasks

**Role Requirements**
- The role would suit an all-rounder with confidence to deal with a wide range of different people and willing to learn new skills to take on varied tasks
- Communication and customer service skills - able to confidently deal with enquiries, signpost and resolve problems whilst remaining professional and calm under pressure.
- Highly organised and be able and willing to multi-task for different stakeholders.
- Competent and confident with the Microsoft Office suite - able to use Outlook, Word, Excel and PowerPoint to a good level.
- A high degree of competency in written work - capable of corresponding with residents, colleagues and customers using different mediums.

**Job Types**: Full-time, Apprenticeship

**Salary**: £16,000.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- Monday to Friday

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