Insignia are seeking an experienced, professional, and dedicated Office Administrator for the overall control, management, and execution of our new office in London. You will be responsible for ensuring that all office matters and operations run smoothly. The ideal candidate will combine a pleasant personality with a dynamic professional attitude to supervise and lead our team. The ideal candidate should be extremely attentive to detail and should excel at prioritizing and juggling tasks, dealing with all in an efficient and effective manner.
Key Responsibilities:
* Management of day-to-day office operations.
* Providing Front of House support, welcoming clients, and suppliers, making tea and coffee as required and answering the phone in a timely manner.
* General office management to ensure that all staff are provided with the optimum experience and that the environment maintains a professional look and feel.
* Working with 3rd parties and suppliers to confirm health and safety standards are adhered to, along with other legal requirements.
* Liaising with the Facilities management company to deal with any office related issues.
* Partner with the Office Head to run weekly office meetings and update staff on Operational issues.
* Maintaining a basic stock of food, hygiene products, and stationery for the office.
* Tracking London office administrative certificates to ensure they are always up to date.
* Support and lead portal management - scout tenders, proposals submissions, and coordinate with client procurement departments on administrative requirements.
* Assisting the HR Department, maintain current employee profiles for the London office, managing annual leave, sick days, and business trips, monitoring overall office attendance, and weekly producing the required reports.
* Play a key role in the arrangements and inductions of new joiners and the exit process for leavers within the London team, assist other offices if required.
* General EA support to senior management, including setting up and coordinating meetings.
* Administrative support services (proposals printing/delivery, attestations, courier).
* Travel - coordination with the Office Administrator and other Office Managers to advise staff on travelling to London.
* Oversee travel and accommodation requirements for the London team and support other offices' travel arrangements as needed.
* Providing finance department with monthly reports on London office spending, maintaining all invoices and assisting external auditors with VAT refund quarterly.
* IT set up for new starters in the office (laptop and iPhones), management of the IT equipment inventory for the team, including its stock.
* Purchasing of IT equipment for the team as required.
* Overlooking London's office collateral inventory.
Professional Requirements
* Experience managing supplies and liaising with suppliers.
* Strong communication and negotiation skills
* Ability to develop standards and be able to inform others on changes and company updates.
* Experience working with budgets.
* Ability to develop standards, implement and manage processes and policies.
* Experienced in promoting process improvement.
* Skilled in inventory control.
* Experienced in compiling and writing reports.