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Office Administrator

2 months ago

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

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 ensuring the smooth day-to-day operations of our office, providing administrative support to our team, and maintaining a productive and efficient work environment.

Key Responsibilities:

  • Oversee the daily operations of the office, ensuring a clean and organized workspace.
  • Manage inventory and order office supplies, snacks, and other necessities.
  • Coordinate with vendors for office maintenance and repairs.
  • Answer phone calls, respond to emails, and address client concerns professionally.
  • Facilitate communication between clients and the engineering/design teams.
  • Manage client expectations regarding project deadlines and document requests.
  • Assist directors with their daily tasks and special projects.
  • Handle document control, filing, and preparation of important documents.
  • Organize and schedule meetings, appointments, and travel arrangements for staff.
  • Monitor and follow up with debtors to ensure timely payments and reduce overdue accounts.
  • Assist in budget management and work towards achieving profitable outcomes for the business.
  • Engage in marketing activities, including maintaining a LinkedIn presence.
  • Coordinate with the marketing team for advertisements and promotional activities.
  • Assist in creating and distributing marketing materials.
  • Understand company processes and development procedures to effectively handle customer disputes.
  • Provide excellent customer service to clients, ensuring their satisfaction and retention.
  • Identify and implement office process improvements to enhance efficiency.
  • Develop and maintain office policies and procedures.
  • Assist in onboarding new employees and maintaining personnel records.
  • Support HR in organizing team-building activities and company events.
  • Liaise with IT support to ensure smooth functioning of office technology and systems.
  • Assist staff with basic IT issues and coordinate external IT support when necessary.
  • Ensure compliance with health and safety regulations within the office.
  • Maintain records of compliance and conduct regular safety audits.
Requirements

Key Requirements:

  • Bachelor's degree in business administration, management, or a related field (preferred).
  • Proven experience in office management or a similar administrative role.
  • Strong organisational 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 (a plus).
  • 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.