Office Administrator

2 weeks ago

Ryde, Isle of Wight, United Kingdom STAFF X Full time
About the Role

Job Summary:

We are seeking a highly organized and detail-oriented Office Manager to join our team at STAFF X. As an Office Manager, you will play a crucial role in overseeing the daily operations, ensuring a productive and efficient workplace. Your responsibilities will include administrative, financial, and client-facing duties.

Key Responsibilities:
  • Office Management: Ensure the office is clean, organized, and well-maintained.
  • Inventory Management: Manage inventory and order office supplies, snacks, and other necessities.
  • Vendor Coordination: Coordinate with vendors for office maintenance and repairs.
  • Communication: Answer phone calls, respond to emails, and address client concerns professionally.
  • Client Facilitation: Facilitate communication between clients and the engineering/design teams.
  • Project Management: Manage client expectations regarding project deadlines and document requests.
  • Administrative Support: Assist directors with their daily tasks and special projects.
  • Document Control: Handle document control, filing, and preparation of important documents.
  • Meeting Coordination: Organize and schedule meetings, appointments, and travel arrangements for staff.
  • Financial Management: Monitor and follow up with debtors to ensure timely payments and reduce overdue accounts.
  • Budget Management: Assist in budget management and work towards achieving profitable outcomes for the business.
  • Marketing Support: Engage in marketing activities, including maintaining a LinkedIn presence.
  • Event Planning: Coordinate with the marketing team for advertisements and promotional activities.
  • HR Support: Assist in creating and distributing marketing materials.
  • Compliance: Ensure compliance with health and safety regulations within the office.
  • Record Keeping: Maintain records of compliance and conduct regular safety audits.
Requirements:
  • Education: Bachelor's degree in business administration, management, or a related field preferred.
  • Experience: Proven experience in office management or a similar administrative role.
  • Skills: Strong organizational and multitasking abilities, excellent communication and interpersonal skills, proficiency in Microsoft Office Suite and office management software, basic understanding of financial and accounting principles, experience in marketing and social media management is a plus.
  • Personal Qualities: Ability to handle confidential information with discretion, experience in an engineering consultancy or related construction industry, familiarity with project management tools and software, experience in coordinating between multiple departments and managing cross-functional teams, background in managing client relationships and service contracts, proven ability to improve office processes and implement efficiency measures, experience in event planning, marketing, and coordination, knowledge of HR best practices and employee onboarding processes, understanding of IT systems and troubleshooting basic technical issues.

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