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Administrative Support Specialist

2 months ago

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

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 administrative team, you will be responsible for providing exceptional support to our clients and colleagues.

Key Responsibilities
  • Access Control Management: Oversee and manage the reconciliation, replacement, and creation of building access security passes for all employees, visitors, and contractors, ensuring accurate records of any changes.
  • Leaver Processing: Ensure all departing employees are processed correctly, with passes disabled in accordance with our compliance team's guidelines.
  • Stock Management: Manage the inventory of day passes and visitor passes for the ground floor Reception team.
  • Pass Audits: Facilitate weekly Temporary and Events pass audits with assistance from the Reception team, ensuring any outstanding passes are disabled and re-printed.
  • Relationship Management: Maintain a positive 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, conduct regular audits, and order replacement keys while keeping the key safe tidy and organized.
  • Office Locker Administration: Issue office lockers to new employees and organize leaver locker reallocations.
  • Access Control Software: Utilize C-Cure access control software to grant the correct building access to all staff members.
  • Quarterly Audits: Conduct quarterly audits on all lockers to ensure they are being used effectively by staff.
  • Condeco and RICOH Spaces Administration: Serve as Group Admin for the Condeco room booking system and RICOH Spaces desk booking system, inputting new starter information, granting permissions, and supporting the Reception team with service and price updates.
  • Administrative Support: Maintain the Reception Admin inbox, ensuring all emails are actioned, responded to, and filed away in a timely manner.
  • Team Collaboration: Work closely with the Reception team, covering reception desks, and assisting with the Front Reception inbox when needed.
Requirements
  • Previous Experience: Previous experience as an office administrator, facilities, and Reception experience is desired.
  • Technical Skills: A good level of knowledge for all Microsoft Office suites.
  • Communication Skills: Excellent communication skills, in both verbal and written English.
  • Time Management: Ability to prioritize tasks efficiently, ensuring all deadlines are met.