Job Description

What’s the role?

To support the London office team by overseeing general office administration and day-to-day operations. The London office includes approximately 60 employees. This is a hybrid role that includes Office Administration, Reception, and Facilities duties. Generally, this person ensures that the office runs smoothly, equipment is maintained, relevant records are up to date and that all administration processes work effectively.

What you’ll be doing

Your role may include, but will not be limited to, the following tasks which we call ‘Defined Business Activities’. The list of defined business activities is not exhaustive and may be amended from time to time:

General Administration

• Assist all areas of the business with ad hoc administration tasks
• Management of onsite filing system and offsite archiving
• Developing and implementing new administrative systems, such as record management
• Maintain telephone list information
• Answer main line telephone and assist callers, ensuring all calls are forwarded to the most appropriate member of the team

• Coordinate logistics of both internal and external meetings including conference room reservations, greeting guests, meal ordering, and room set up and breakdown.
• Communicate effectively and collaboratively with internal staff, leadership, and external clients in a professional manner.

Office management

• Liaise with the HR team to ensure that the new starter induction process runs smoothly
• Liaise with building reception and management team
• Report and follow up any issues and or arrange any necessary maintenance work
• Manage office space and desk allocation, including taking responsibility for office furniture and equipment
• Order office supplies – including stationery, kitchen supplies etc.
• Maintain and/or develop supplier relationships, sourcing the best rates and service for our requirements
• Recording office expenditure and managing the budget
• Liaise with HR about training and seminar bookings
• Coordinate office events, both in and outside the office, including an annual holiday and summer party, working with the Social Committee as needed.
• Process invoices in company ERP system

Health and Safety

• To take on the role of Health and Safety Officer
• Ensure all necessary staff receive appropriate training for in both health and safety and fire safety
• Make sure first aid supplies are not kept beyond expiry and are replenished
• Arrange regular testing for electrical equipment and safety devices

Mail & Messenger Duties

• Oversee the daily processing of all post including opening, stamping, scanning, electronic and/or hard copy filing, and on and offsite storage.
• Deliver internal and external messages plus incoming post and internal mail to all desks
• Prepare registered deliveries and courier packages for collection

The ideal background for this role

Qualifications

• Sound academic background
• GCSEs in English Language and Mathematics (or equivalent) at grade B or above
• A Levels
• Strong communication skills, professional presence, superb organizational skills and experience dealing with confidential information
• Multitasking capability with a thorough, process-oriented, and detail-focused approach
• Independent judgment, prioritization and critical thinking abilities in a fast-paced and evolving environment
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient

Experience

• Previous office-based clerical, secretarial or commercial work

Knowledge

• A detailed working knowledge of Microsoft Office 2010, including Word, PowerPoint and Excel

Location

This role is based in our London office in Mayfair and requires in-office attendance 5 days/week. The role reports to the Southampton Office Manager.