Job Summary
This role is a vital part of our team, providing administrative support while fostering excellent relationships with senior executives.
Key Responsibilities
* Reception & Front-of-House:
* Manage all incoming calls, ensuring they are professionally answered and addressed.
* Welcome and assist visitors, guests, and suppliers in a warm and welcoming manner.
* Maintain accurate logs of office activities and visitor records.
* Coordinate deliveries and manage courier services efficiently.
* Meeting Room Coordination:
* Prepare meeting rooms, including setting up equipment and refreshments for meetings, breaks, and lunches.
* Greet and assist meeting guests with professionalism and courtesy.
* Liaise with external providers to arrange departmental bookings and meeting requirements.
* Coordinate visits from external contractors, such as auditors.
* Group General Manager Support:
* Provide administrative support to senior management across multiple locations.
* Assist in preparing presentations, reports, and distributing business information.
* Maintain accurate records of staff leave and ensure timely tracking.
* Health & Safety Compliance:
* Act as a first aider and ensure adequate cover at all times.
* Conduct regular stock checks and replenish first aid supplies promptly.
* Perform weekly checks on defibrillators and associated equipment.
* Assist with quarterly fire drills and ensure compliance.
* Facilities Coordination & General Support:
* Manage facilities mail groups and maintain accurate records.
* Follow up with external providers to resolve facilities-related queries.
* Request and update insurance documents from contracted suppliers.
* Monitor and follow up on electrical inspection remedials across properties.
* Energy Management:
* Oversee the submission of manual meter readings from external providers.
* Send reminders for meter readings on the first working day of each month.
* Review and address data quality issues within the energy platform.
* Invoicing & Procurement Support:
* Maintain accurate tracking of invoices via an online platform.
* Raise purchase orders for central contracts and review against corresponding invoices.
* Raise ad-hoc purchase orders as required throughout the year.
* General Office Administration:
* Track and manage customer complaints, ensuring timely follow-up with relevant teams.
* Manage shared email inboxes, responding promptly and professionally.
* Take accurate minutes at meetings as necessary.
* Maintain a clean, tidy, and well-presented office environment.
Requirements: Minimum 2 years' experience in a reception or administrative role. Excellent organisational, communication, and interpersonal skills are essential. Proactive, professional, and adaptable individuals with a positive attitude are encouraged to apply. A high attention to detail and confidentiality are also required.