Office Administrator & Executive Assistant

The role:
We are looking for a highly efficient and tactful Office Administrator to organise and coordinate administration
duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high
levels of organisational effectiveness. Additionally, you will be required to support the administrative needs of the
company’s Leadership/Executive Team.
The Office Administrators duties and responsibilities include scheduling meetings and appointments, making
office supplies arrangements, greeting visitors and providing general administrative support to employees. The
requires experience of working with a variety of office software (email tools, spreadsheets and databases) and be
able to accurately handle administrative duties.
The Office Administrator should be able to ensure the smooth running of the office and help to improve staff wellbeing and company procedures.

Key Responsibilities

• Provide administrative support to Company Leadership team as and when required
• Minute taking at meetings where discretion is required as well as accuracy
• Responsibility for office management duties including
• Maintenance issues
• Inbound and Outbound Mail
• Stationery and Supplies
• Office Equipment
• Checking invoices
• General errands & shopping
• Schedule meetings and appointments – diary management
• Order stationery and equipment within budget guidance
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organise office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office suppliers and service providers
• Provide general support to visitors
• Assist in the onboarding process for new hires
• Address employees queries regarding office management issues
• Liaise with CEO regarding cleaning and security services
• Help plan in-house or off-site activities, like parties, celebrations and conferences

Key Attributes:
• Proven experience as an Office Administrator, Front Office Manager or Senior Administrative
Assistant
• Understanding of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements

The major KPIs:
Successful measurement of effectiveness and efficiency of suppliers and contractors relevant to the role

• Cleaning
• Security
• IT
• Maintenance/repairs
• Stationery and office supply chain
• Business consultants (inc HR, recruitment etc)

Delivering accurate minutes and documentation from meetings in a timely manner for each meeting required
Management of budgets and measurement of execution for all office maintenance on a monthly basis
The development of the relationship with HR provider(s) and maintaining documentation in line with Company
requirements, meeting legislative and governance requirements
Regular status reports on all aspects of the office management as well as future plans/requirements
Reporting of general employee well being/issues/suggestions to HR – feedback to Leadership Team

Please email Elizabeth for more info at elizabeth@southwarkworks.org.uk