Office Administrator

**Job title**:Office Administrator

**Full-time**: 36 hours per week, Monday to Thursday 8:30am to 5:30pm and Friday 8:30am - 12:30pm

**Location**:Office-based - Fenton Barns, North Berwick

**Salary**:£25,000 - £30,000

**Key Responsibilities**
- Oversee general Office Management activities that facilitate the smooth running of our business; supporting our office processes both in the office and site office.
- Ensure supplier and customer information is always up to date and manage general correspondence regarding payments and invoices
- Purchase of items required for office & project sites as advised.
- Managing the GDPR process for the company, ensuring that GDPR processes are adhered to and accurate documentation for audit purposes is recorded
- Maintain compliance with applicable Health and Safety regulations within the office environment
- Ensure company, legal and finance documents, finance statements etc. are electronically filed correctly in Dropbox and paper files are organised and kept up to date
- Manage Dropbox access and controls
- Control the passwords for accounts using a secure password vault
- Managing the internal Action Tracker (excel) to ensure that all tasks are recorded and updated regularly
- Preparing, proof reading and formatting weekly & monthly site reports
- Attending monthly site progress meetings alongside the Asset Manager
- Maintain the condition of the physical office space, including general housekeeping and uplift of rubbish, furniture provision, stationary, subsistence, arranging for necessary repairs with the landlords and management of utilities
- Greet external visitors - show them to the meeting room, ensure they have WIFI access and refreshments, arranging onward travel etc.
- Preparation for board meetings and ad-hoc meetings, including arranging meeting rooms and supplies required such as equipment, stationary and subsistence
- Taking and typing up minutes at meetings
- Preparing Word documents and PowerPoint slides for internal and external use as required
- Manage coordination and logistics for internal and external meetings in line with company policies
- Other ad hoc tasks as requested e.g., general administrative support, recording and distributing the mail and assisting with project work
- Other ad-hoc duties as required, e.g. admin support and assisting with project work
- Liaise with the external marketing company and ensure that company marketing documents are being used appropriately across the business
- Order business cards and branded merchandise from local print service for GFD staff members.
- Keep track of website updates and manage the website domain and other online business profiles

**Experience & Skills**
- Proven experience of working as an Office Manager
- Commercial and financial awareness
- Ability to work independently and proactively, anticipating the needs of the Executive team and ensuring smooth operation of associated business activities
- Excellent IT skills, including a high degree of proficiency in using MS Office (Outlook, Word, Excel and PowerPoint)
- Efficient and professional approach with the ability to multi-task
- Able to work in a fast-paced environment with changing workloads and priorities
- Possess strong communication (verbal and written), organisational and time management skills
- Forward thinking and innovative approach - always looking to improve and develop tools, processes and solutions
- Ability to work under pressure
- A great team player with a general willingness to be helpful, enthusiastic and flexible
- Must be thorough and pay high attention to detail

**Job Types**: Full-time, Permanent

**Salary**: £25,000.00-£30,000.00 per year

Schedule:

- Monday to Friday

Work Location: One location