We are seeking a proactive and organised Office Administrator to join a local organisation in Ealing on a part time basis. This role involves a wide range of administrative tasks to support daily operations and ensure the smooth running of our head office.
Day-to-day of the role:
Answer calls professionally, take messages, and pass them on to the relevant staff members or teams.
Meet and greet visitors, ensuring they are signed into the head office.
Distribute daily post and parcels to the correct recipients.
Prepare post using a franking machine, including special delivery, signed for, and overseas letters.
Manage large volumes of post using the Online Business Account (OBA).
Arrange couriers, taxis, and minicabs as required.
Handle hire car requests and register vehicles on the motor insurance database.
Order and manage stationery supplies as needed.
Maintain kitchen facilities, including ordering and replenishing stock.
Coordinate the sorting, storage, and collection of recyclable items.
Manage consumables related to cleaning and hygiene.
Process operations and facilities-related supplier invoices weekly.
Assist in maintaining records on company cars and drivers.
Manage external cleaners to ensure service standards.
Assist with office opening and closing procedures to ensure security and functionality.
Liaise with subcontractors and team administrators for maintenance and repairs.
Organize office repairs and internal moves.
Promote and implement the company’s Health & Safety Policy.
Facilitate remote working arrangements for staff, including purchasing necessary equipment.
Attend meetings as required, which may involve travel and occur outside normal working hours.
Required Skills & Qualifications:
Strong organisational and multitasking skills.
Excellent communication and interpersonal skills.
Proficiency in using office management software, including email, MS Office, and database systems.
Experience in handling confidential information with discretion.
Ability to work independently and as part of a team.
Previous experience in an administrative role is preferred.
Ability to work in a fast paced environment
Hours: Wednesdays to Fridays 9am to 5pm (no flexibility)
Location: Ealing (office based)
Role: Temporary to permanent subject to interviews and assessment. Therefore you must be available on an immediate basis.
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