We are looking to expand our Luton office with an Office Supervisor/Administrator.
Main Purpose of the Job
As the main point of contact for the office location, this is an integral role supporting the Office Directors. The Office Supervisor is responsible for the efficient and effective management of general office processes and procedures. It is essential that the Office Supervisor maintains a positive company image, acting as the first point of contact to employees, visitors, clients, and vendors. As well as local office duties, the Office Supervisor may have responsibility for centralised business support procedures.
Main Duties and Responsibilities -
1. Maintain Cloudbooking system and actively encourage good practices to preserve accurate statistical analysis.
2. Manage incoming and outgoing correspondence received by email/post and record data on special deliveries.
3. Coordinate internal and external meetings and assist with planning and arranging events, including organising catering when requested.
4. Manage meet and greet areas and assist all office visitors.
5. Answer Teams system calls and transfer process as necessary.
6. Maintain adequate levels of stock and order office supplies as needed.
7. Raise purchase orders and invoices in line with Finance department guidelines.
8. Local Health & Safety Co-ordinator – all activities monitored by the Company H&S Coordinator.
9. Liaise and build strong relationships with the local Building Management Teams and Cleaning Contractors to ensure a high level and timely standard of building maintenance/repair.
10. Ad-hoc tasks as required.
Project Administrative tasks -
1. Travel Coordinator - working with a selection of company admin team members to book hotel, rail, hire car, and flights, using a dedicated Travel Platform.
2. Preparation of key documents and correspondence –
o Ensuring compliance with the Business Management System.
o Organisation and maintenance of case file documentation.
3. Assist the local office Business Units with routine and ad-hoc administrative tasks relating to the operation of the team/office, including:
o Supporting document management activity, including closing of files, archiving, and ensuring compliance with Company processes.
o Support with billing process.
o Preparation of relevant invoices.
Qualifications, Experience & Skills
Essential
* HNC or BTech.
Preferred
* Previous experience as an Office Manager.
Key Competencies
* Strong attention to detail.
* Ability to work without supervision and use initiative.
* Excellent time management skills.
* Exceptional communication and customer service skills.
* Technical skills, including proficiency with Microsoft Office Programs.
* Strong prioritisation and organisation skills, including the ability to multi-task.
* Ability to handle confidential information.
* Presentation skills.
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