Administrative Coordinator

2 weeks ago


Ware, United Kingdom Room at the Top Recruitment Full time

Exciting Opportunity for an Administrative Coordinator

We are seeking a dedicated Administrative Coordinator to become a vital part of our dynamic team. This role involves providing essential administrative support and managing various office tasks.

Key Responsibilities:

  • Manage the main switchboard and warmly welcome visitors.
  • Prepare and distribute communications for both internal and external stakeholders, including emails, presentations, and reports.
  • Document and attend Board meetings, ensuring minutes are accurately recorded and actions are followed up promptly.
  • Coordinate the monthly membership mailer in collaboration with the internal team.
  • Direct membership inquiries related to HR and Health and Safety to the appropriate external resources.
  • Maintain records of membership inquiries in the CRM system.
  • Support the Customer Services/Retention administrator by providing necessary information on membership inquiries.
  • Organize and administer events, both nationally and regionally, including Business Day and external exhibitions, with attendance required at the Business Day.
  • Ensure timely and accurate information flow within the organization.
  • Process supplier invoices and maintain an organized filing system.
  • Prepare weekly cash flow reports and manage company invoices, board, and team expenses.
  • Act as the primary point of contact for executives, team members, and external partners.
  • Oversee internal holiday requests and manage diaries.
  • Administer the online training program and maintain the associated database.
  • Facilitate communication with external stakeholders providing services to the membership.
  • Manage the President's diary, including travel arrangements and accommodations.
  • Process payments for the Benevolent and Education Fund under the guidance of senior management.
  • Maintain diaries for the Chief Executive Officer, Chairman, and Board of Directors.
  • Schedule appointments for the Chief Executive Officer as needed.
  • Book venues for meetings and arrange travel and accommodations.
  • Ensure the office environment is operational and coordinate repairs for office equipment.
  • Handle daily postal duties, including opening and sending mail.
  • Organize catering and refreshments for meetings and visitors.
  • Order and manage office supplies, including stationery and kitchen essentials.
  • Assist colleagues in their roles as directed by senior management.
  • Provide coverage for team members during absences.
  • Be adaptable to changes in duties as required by the organization's needs.

Required Skills:

  • Fast and accurate typing skills.
  • Proactive and positive attitude.
  • Intermediate proficiency in Microsoft Office applications.
  • Strong attention to detail and excellent telephone etiquette.
  • Ability to work effectively under pressure and use initiative.

Flexibility is essential, as the role may require covering for colleagues during holidays or sickness. Prior notice will be provided for any changes in duties.

Occasional travel and overnight stays may be necessary as part of this role.



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