Administrative Office Specialist

3 weeks ago


Newcastle upon Tyne, Newcastle upon Tyne, United Kingdom allego Full time

Key Responsibilities:

Allego is in search of a meticulous and proactive Administrative Office Specialist to enhance our operational efficiency on a part-time basis. This role is vital for maintaining seamless office functions, delivering administrative assistance across various departments, and overseeing daily office tasks. The successful candidate will exhibit strong attention to detail, exceptional communication abilities, and the capacity to juggle multiple responsibilities in a dynamic setting.

Office Management Duties:

  • Supervise and optimize daily office workflows to promote productivity and effectiveness.
  • Manage inventory of office supplies, placing orders as necessary to maintain adequate stock levels.
  • Coordinate the upkeep and repair of office machinery and facilities.
  • Ensure a tidy, organized office atmosphere that fosters a productive work environment.

Administrative Assistance:

  • Deliver extensive administrative support to various teams, including organizing meetings, managing schedules, and arranging travel.
  • Sort, scan, and distribute incoming mail to the relevant parties.
  • Assist in the creation of documents, reports, and presentations.
  • Manage both incoming and outgoing correspondence, ensuring proper sorting and distribution of mail and packages.
  • Maintain systematic and precise records and filing systems.

Communication Responsibilities:

  • Serve as the initial point of contact for visitors and staff, ensuring a welcoming and professional atmosphere.
  • Handle phone inquiries, directing calls and relaying messages as necessary.
  • Facilitate internal and external communications, ensuring timely and accurate information dissemination.

Event Planning:

  • Assist in the organization and coordination of company events, meetings, and conferences.
  • Oversee logistics for both on-site and off-site events, including venue selection, catering arrangements, and material preparation.

Support Services:

  • Collaborate with building management and service providers to resolve any office-related concerns.
  • Assist in the onboarding process for new hires, including workstation setup and provision of necessary materials and information.

Qualifications:

  • Demonstrated experience as an Office Coordinator, Administrative Assistant, or in a comparable role.
  • Proficiency in MS Office and/or Google Suite.
  • Outstanding organizational and multitasking skills.
  • Strong verbal and written communication capabilities.
  • Ability to work autonomously as well as collaboratively within a team.


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