Job Description
About Us:
Arc Elevators is a leading provider of bespoke lift solutions, renowned for delivering quality and exceptional customer service. As our business continues to expand, we are looking for a highly organised, customer service-oriented Office Administrator to join our team. This role is ideal for someone who enjoys variety, thrives in a dynamic environment, and can manage multiple responsibilities with ease. If you’re proactive, detail-focused, and ready to make an impact, we’d love to meet you!
Key Responsibilities:
1. Office Operations and Administration
* Manage Office Supplies: Keep office essentials stocked (e.g., stationery, equipment) and order as required.
* Office Equipment Maintenance: Ensure all office equipment is functioning correctly, and arrange repairs or replacements when needed.
* Space Management: Organise the office layout, set up workstations, and maintain office cleanliness.
* Vendor Management: Coordinate with suppliers and service providers, ensuring all service contracts (cleaning, IT support, etc.) are fulfilled.
* SIM Card Management: Order and cancel SIM cards, maintaining a detailed log of allocations and usage.
* Portals Management: Keep online portals updated, respond to queries, and upload quotes and purchase orders accurately.
2. Customer and Client Relations
* Client Coordination: Act as the primary contact for client enquiries, resolving straightforward issues directly where possible.
* Customer Service: Answer customer queries, monitor the info inbox, and manage incoming phone calls, always maintaining a customer-friendly approach.
3. Staff Support and HR Duties
* Onboarding and Offboarding: Assist with new employee onboarding, workstation set-up, and manage new starter and leaver paperwork.
* Employee Welfare: Foster a positive workplace environment, leading by example with a friendly and "can-do" approach, and organise social and wellness activities.
* Payroll Support: Collaborate with accounts to ensure timely and accurate payroll submissions, including timesheets.
4. Financial and Budget Management
* Purchase Orders (POs): Follow up on purchase orders for prompt processing, approvals, and upload them to relevant portals.
5. Health and Safety Compliance
* Safety Standards Maintenance: Conduct weekly fire alarm checks, maintain PPE and first aid supplies, and ensure fire safety compliance.
* General Office Safety: Maintain a clean and safe environment in all office and kitchen areas.
6. Communication and Coordination
* Internal Communication: Act as the main point of contact for staff, relaying essential information from management.
* Mail and Correspondence Management: Handle all incoming/outgoing post and emails, directing communications to the appropriate personnel.
* Visitor Management: Welcome visitors, ensuring proper sign-in procedures and maintaining security protocols.
7. IT Coordination
* Basic IT Troubleshooting: Address minor IT issues and liaise with Holker for complex support needs.
* Software and Hardware Management: Ensure staff have required software access and equipment, tracking licences and managing device inventory.
8. Event and Travel Coordination
* Office Events: Plan and organise office social events and team-building activities.
* Travel Arrangements: Coordinate travel bookings, including flights, accommodation, and transportation for staff work trips.
9. Document Management
* Filing Systems: Maintain organised physical and digital filing systems.
* Monthly Audits: Conduct audits on job sheets, purchase orders, and departmental KPIs to ensure compliance.
10. Waste Management and Logistics
* Skip Logistics: Coordinate skip delivery and collection for waste, and maintain records in line with ISO9001 standards.
Qualifications and Personal Attributes:
* Proven experience in office administration or a similar role.
* Strong organisational and multitasking skills with an eye for detail.
* Excellent written and verbal communication skills.
* Familiarity with office equipment and basic IT troubleshooting.
* Knowledge of health and safety regulations.
* Customer Service Focused: Friendly, approachable, and confident in managing client interactions.
* Personable and Calm Under Pressure: Able to remain composed in high-stress situations and maintain a positive, solution-oriented approach.
* A positive attitude with a “can-do” mindset, fostering a collaborative work environment.
Company Benefits :
· Company Events: Immerse yourself in our vibrant and inclusive workplace culture through exciting company-sponsored events, fostering team spirit and camaraderie.
· Company Pension: Secure your future with our comprehensive company pension plan, offering peace of mind and financial stability.
· 32 Days Annual Leave : Enjoy an impressive 32 days of annual leave, with increases based on your dedicated service to the company, ensuring a healthy work-life balance.
· Full company Sick Pay from Day 1: Prioritise your well-being with our company sick pay policy, providing support during unforeseen circumstances.
· Generous Bonus Scheme: Elevate your success with our generous bonus scheme, recognising and rewarding your hard work and dedication.
· Retirement Package: Plan for your golden years with our robust retirement package, ensuring a comfortable and fulfilling life post-career.
· Paid Leave Entitlements: Experience the freedom of paid leave entitlements, allowing you to rejuvenate and recharge whenever needed.
* Job Type: Full-time, 40 hours per week. Monday - Friday: 08:00 until 16:30 with an unpaid 30 minute lunch break.