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Office Administrator

2 months ago

London, Greater London, United Kingdom Bain and Gray Full time

Role: Office Administrator – 10 Month Fixed-Term Contract

Salary: £40-50,000 Dependent on Experience

VB16550

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Bain and Gray. This is a fantastic opportunity to work for a global brand that has been involved in exciting and large-scale projects. The successful candidate will be responsible for ensuring the smooth operation of our studio, including IT, health and safety, office maintenance, and reception.

Key Responsibilities:

  • IT and Electronics: Manage the studio's IT systems, including support, maintenance, and liaison with external IT providers.
  • Studio IT Management: Oversee the management of all IT hardware and software, including laptops, iPads, and other equipment.
  • Communications: Manage all communications-related subscriptions, including Zoom and other platforms.
  • IT Inventory Management: Catalogue and maintain accurate records of all IT and electronic items.
  • Onboarding and Offboarding: Set up new starters and close out leavers as required.

Health and Safety:

  • Studio H&S Management: Oversee the studio's health and safety management, including assessments, compliance, and staff training.
  • Fire Safety: Manage the studio's fire safety systems, including extinguishers, compliance, and staff training.
  • Security: Maintain the studio's security systems and alarms, and act as the main point of contact for key holders.

Office Management:

  • Annual Budgeting: Prepare an annual budget for all office items.
  • Office Maintenance: Oversee the general maintenance of the studio, including walls, furniture, and other facilities.
  • Contract Management: Manage contracts with external providers, including cleaners, water cooler suppliers, and other services.

Reception and Housekeeping:

  • Reception Management: Manage the receptionist and their daily workload, including managing reception coverage and liaising with HR when temps are needed.
  • Housekeeping: Ensure the studio areas are kept tidy on a daily basis, including storage areas, and manage inventory supplies.

London and General:

  • Liaison with London Office: Liaise with the office manager in London to ensure alignment between the two studios.
  • Studio Opening and Closing: Oversee the opening and closing of the studio in the mornings and evenings.
  • Monthly Cleaning: Oversee the monthly studio cleaning.
  • Staff Support: Provide coverage for the receptionist and PA as needed, and assist with ad-hoc duties as requested.