Office Administrator

7 days ago

Hythe, Kent, United Kingdom Fire Aid - STCW Training Provider & Dry Dock Safety Services Full time

About Us

Fire Aid Academy is a leading fire and safety training provider based in Hythe, Southampton. We deliver government-approved safety courses to seafarers and professionals within the maritime industry.

As our business continues to grow, we are looking for a proactive and organised Office Administrator to join our friendly team. You'll play a key role in providing both administrative and sales support to ensure the smooth running of our training school.

Job Overview

We are seeking a detail-oriented and proactive Office Administrator to join our team. This role is essential in ensuring the smooth operation of the training school by providing administrative support and maintaining efficient office procedures. The ideal candidate will possess strong organisational skills, excellent communication abilities, and a solid understanding of office software. This is a varied and rewarding office-based role ideal for someone who is dynamic, motivated, and reliable. This role will require you to use your initiative and have willingness to be flexible and adapt to the demands of working in a small business. You'll handle course bookings, liaise with customers, and help maintain our high standards of service and organisation.

Responsibilities

  • Manage daily office operations, including answering phone calls and responding to emails with professionalism and courtesy.
  • Advise customers on suitable training courses (full training provided)
  • Process bookings and payments through our internal system
  • Organise accommodation and travel arrangements
  • Maintain organised filing systems, both electronic and paper-based, ensuring easy access to important documents.
  • Perform data entry tasks accurately and efficiently, utilising various software applications
  • Prepare course paperwork (registers, health and medical forms, evaluations, etc.)
  • Order and manage office stationery and supplies
  • Process and issue course certificates
  • Support our
    Quality Management System (QMS)
    processes and documentation
  • Monitor course attendance and contribute to maximising class numbers
  • Assist with creating and posting social media content
  • Maintain general housekeeping of office and classroom spaces

Qualifications

  • Previous office experience is essential, with a strong background in administrative roles preferred.
  • Proficient computer skills, including a solid understanding of Microsoft Office Suite (Word, Excel, PowerPoint).
  • Excellent phone etiquette with strong verbal & written communication skills.
  • Demonstrated organisational skills with the ability to manage multiple tasks effectively.
  • Experience in data entry with a keen eye for detail to ensure accuracy.
  • Familiarity with Apple Mac computers is advantageous but not mandatory.
  • Prior experience in customer service.
  • Knowledge of the maritime industry - desirable not essential.
  • Background in sales or course administration - desirable not essential.

Job Role Specifics

  • Immediate start
  • Office based (working from home not available)
  • 5 Days per week (Monday–Friday)
  • 40 Hours per week - 8am–5pm (1 hour breaks – unpaid)
  • 25 days holiday + Bank Holidays

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