Administrator – Office Services

We’re looking for a competent Administrator to join a Professional Services Company based near Liverpool Street that provides corporate governance, accounting and other services for clients.

This position requires someone with a positive, can do attitude and an excellent eye for detail that can deal with general office administration and provide support and assistance for all staff, specifically the Delivery and Infrastructure teams and directors.

Position: Permanent 40 hours per week (09:00 - 18:00)

Salary: £18,000 - £20,000 depending on experience

Responsibilities

• Taking and directing with telephone calls in a professional manner
• General postal duties: organising couriers, distributing and handling incoming deliveries
• Ordering stationary and ensuring stocks are well maintained
• Accurate Document management; scanning and archiving documents both physically and electronically
• Arranging luncheons and staff parties, attending to adhoc requests
• Offering administrative support by attending regular team meetings to ensure procedures are followed.
• Maintaining and updating systems; Pegasys, Sage Webtime Billable Disbursements and Expenses and any similar databases or collections of data.
• Ensuring the Group calendar is updated with meeting room bookings and diary entries
• Meeting and greeting visitors on arrival and offering refreshments
• Arranging meetings and catering when required, coordinating appointments
• Providing clerical support e.g. typing, letters, faxes, documents, emails, minutes
• Maintaining and updating the Office Administration Manual and keeping any specific procedure manuals (such as the Post Handling Guide) up-to-date.
• General office maintenance, ensuring the office and the kitchen are kept clean and tidy, ordering supplies when necessary
• Covering for the other Administrators and the Office Manager when required. This could include but is not limited to;
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  • Assistance with proof reading uploading documents and downloading reports
  • Preparing documents for signatures
  • Helping prepare monthly reports,
  • Forwarding and lodging of invoices and statements
  • Preparing expenses forms
  • Making travel arrangements and bookings for meetings

Qualifications/skills

• Experience in drafting professional correspondence.
• Good written and verbal English
• Strong Secretarial or office administration experience
• General administrative skills and strong capability in typical office software programs advanced Microsoft Office (Word, Excel, PowerPoint and Outlook).
• An ability to multi-task and work to tight deadlines, to work independently, and to work effectively as part of a team.

• Excellent eye for detail and accuracy in delivery.
• Positive attitude, ability to show initiative and be self-motivated.