This is a lovely, friendly and professional finance company based in the City providing services to the insurance sector.
This Office Administrator role is responsible for providing excellent service as the primary Reception cover within their office in London and to support the Office Manager/Executive Assistant with general office administrative tasks to ensure the smooth and successful running of the general office function and remote working environment.
Responsibilities for the Office Administrator:
Reception duties: Answering all incoming calls, management of meeting room calendar, greeting visitors, preparing meeting rooms and refreshments, ordering any required food and beverages for meetings.
Deliveries / Couriers: Booking couriers, coordination of taxi services, receiving and distributing deliveries.
Post: Sorting and distributing incoming post, using the franking machine to stamp and dispatch post, organising any required international postage by Fedex.
Stationery: Ordering all office stationery supplies including business cards, ensuring supplies are well stocked, full management of stationery supplier account, sourcing other suppliers if necessary.
Kitchen maintenance: Maintaining storage of supplies (coffee, tea, sugar etc) and ensuring stocks are always sufficient. Daily maintenance of coffee machine (regular refills and daily cleaning) and ensuring both kitchens are clean and tidy at all times. Managing regular delivery of milk and other sundries supplies for the office.
Office cleaning Maintenance of cleaner's book for general cleaning requirements and liaising with cleaners if anything additional is needed or if there are any issues.
Travel: Help co-ordinate and book domestic and international travel arrangements across the company including travel/hotel research and bookings and any visa requirements
Provide support to Office Manager/EA: Assist with numerous tasks as required, including research tasks, staff expenses, diary management, booking meetings, preparing reports and itineraries, printing and collating of Board packs and articles, ad-hoc office supply orders, ownership of and maintaining the access card and office key logs and any other office management-related duties.
Health & Safety & Well-Being: Ensure all new joiners are sent relevant health and safety forms and training and monitor the responses. Carry out monthly walk arounds of the office to report any defects. Effectively co-manage contractors attending our office, sourcing relevant health & safety documentation from anyone attending site.
Help assist with the research and implementation of well-being initiatives in the office.
Intranet: Take ownership of presenting documentation and announcements on the intranet pages, being proactive with sourcing relevant information to upload.
Events: Assisting with events where required, including printing, shipments and logistics, client liaison and general preparation for both in-house and external events. Promotes and runs the administration for the London Business Forum programme including all bookings, advertising and client relationship.
Finance: Takes a lead role in ensuring senior management and office manager's expenses are submitted accurately and on time each month via concur with effective administration of receipts and statements.
Skills/ Experience Required for the Office Administrator role:
- Reception and Administration experience in a professional office environment
- Excellent organisational skills (prioritising and multi-tasking)
- Excellent telephone manner
- Excellent presentation in line with Financial Services corporate organisation
- High level of accuracy with great attention to detail
- Good written and verbal communication skills
- Proficiency in Microsoft Office and Lotus Notes
- Ability and desire to work as part of a team
- Ability to work proactively, using individual initiative