Office Administrator

Job Description

ROLE OVERVIEWAs Office Administrator, you will support the smooth running of the business by providing general administrative support for the business teams. You will also be responsible for the day-to-day running of the offices, to ensure we are well-equipped for staff,visitors, and meetings.RESPONSIBILITIES:General office administration:

• General management of office facilities and health and safety, including routine maintenance and support services from external provides.
• Management of office supplies including general stationery, business stationery, franking and mailing/folding machines
• Responsibility for office cleaning services, kitchen cleanliness, hospitality and refreshment supplies for the office and meetings, including company-wide social events.
• Co-ordination for meetings and travel as required, including hotel, travel, and diary reservations,
• Management of monthly expenses for Directors and payment of general business invoices

HR support and administration:Provide first-line support for general HR enquiries and processes including:

• Support recruitment activities, liaising with recruitment agencies, scheduling interviews and initial candidate screenings.
• Manage the onboarding of new starters (including induction meetings for HR and health & safety) and the exit process for leavers.
• Administration of personnel files including personnel changes, reviews, appraisals, and job descriptions
• Administer payroll plans to include salary reviews, bonus payments, pensions, and staff benefits.
• Administrator for Timetastic to allocate, manage and track staff holidays and absences.
• Maintain company policies, the Staff Handbook, organizational charts, and compliance records.

General business support:Provide general administrative and project support to the business teams as needed, including:

• Management, ordering and dispatch of sample stock for the UK, Germany, and France
• Process Guarantees for our specification products.
• Manage/track marketing purchase orders and invoices, liaising with the accounts teams.
• Manage marketing expenses and re-charges to the marketing budget.
• Product management admin including SKU creation and artwork co-ordination (labels)
• Liaise with external service suppliers including agencies, printers and mailing houses.
• Administration of monthly customer communications (internal mailings) and for monthly customer mailing processes

Business compliance:

• Responsibility for ISO compliance including preparation for ISO Audits, attending reviewing meetings and ISO audits with our external auditor, and providing general assistance where required.
• Support GDPR compliance working with our Data Protection Officer to ensure company policies and processes are up-to-date including completion of DPIA assessments for new suppliers, projects and services, and supporting the sales and marketing teams on GDPRactions

Experience, competencies, and skills:

• At least 5 years experience of office administration and management
• Experience of working in a busy environment, managing workloads across different areas
• Excellent administration, organisational, time management and communication skills
• Ability to manage a busy and varied workload, with strong attention to detail.
• Efficient, self-motivated and takes responsibility for achieving their workload.
• Excellent knowledge of MS Office programmes and tools
• Knowledge of GDPR and/or ISO would be preferred.

If you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.