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Administrative Support Specialist

2 months ago

London, Greater London, United Kingdom Vertex Associates - Accountancy and Finance Recruitment Full time
Job Description

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Vertex Associates - Accountancy and Finance Recruitment. As a key member of our team, you will be responsible for providing administrative support to our clients and ensuring the smooth operation of our office.

Key Responsibilities:
  • Access Control Management: Oversee and manage the reconciliation, replacement, and creation of building access security passes for all employees, visitors, and contractors to the building, and maintain up-to-date records of any changes.
  • Leaver Processing: Ensure all leavers are processed correctly, ensuring passes have been disabled in accordance with the business's compliance team.
  • Stock Management: Manage stock of day passes and visitor passes for use by the ground floor Reception team.
  • Temporary and Events Pass Audit: Facilitate a weekly Temporary and Events pass audit with assistance from the Reception team, ensuring any passes not returned are disabled and re-printed.
  • Relationship Management: Maintain a good relationship with the building's security and management teams, who print all passes for each company in the building.
  • Locker Management: Manage fitness locker allocations, run regular audits, and order replacement keys while keeping the key safe tidy and organized.
  • Office Locker Management: Issue office lockers to new employees and organize leaver locker reallocation.
  • Access Control Software: Use C-Cure access control software to give the correct building access to all staff members.
  • Quarterly Audits: Carry out quarterly audits on all lockers to ensure they are being used effectively by staff.
  • Condeco Room Booking System: Be Group Admin for the Condeco room booking system, inputting new starter information into the system and granting the correct permissions. Support the Reception team in service and price updates, as well as cross-charging and reporting.
  • RICOH Spaces Desk Booking System: Be Group Admin for RICOH Spaces desk booking system, assisting people in booking desks and granting permissions to PA's so they can book on behalf of their teams, etc.
  • Reception Admin Inbox: Maintain the Reception Admin inbox, ensuring all emails are actioned, responded to, and filed away in a timely manner.
  • Team Support: Work closely with the Reception team, helping to cover reception desks and helping out in the Front Reception inbox when needed.
Requirements:
  • Previous Experience: Previous experience as an office administrator, facilities, and Reception experience is desired also.
  • Microsoft Office: A good level of knowledge for all Microsoft Office suites.
  • Communication Skills: Excellent communication skills, in both verbal and written English.
  • Task Prioritization: Ability to prioritize tasks efficiently, ensuring all deadlines are met.