Facilities and Administrative Assistant

Job Specification: Administrative Officer/Project Administrator
Location: Oxford, UK
Employment Type: Full-time, Permanent
Role Overview: As an Administrative Officer/Project Administrator, you will be responsible for providing administrative and facilities services to our Oxford office. Reporting to the Facilities Manager and Executive Services Manager, you will ensure the smooth operation of facilities functions while also performing various administrative assistant tasks. This entry-level position requires excellent organisational skills and the ability to handle multiple responsibilities.
Candidate Profile: We are seeking candidates with a diverse background, including experience in customer service, office-based work, and administrative assistance. While specific industry experience is not mandatory, candidates should possess the following qualifications and skills:

• Previous experience in a similar role, such as Administrative Assistant or Facilities
• Front-of-house experience, including reception duties or customer-facing roles
• Ability to provide support across multiple areas, including diary management, travel arrangements, and organising office events
• Proficiency in Microsoft Office systems, including Outlook, Word, PowerPoint, Nitro, and Sharefile
• Experience with InterAction and finance systems is advantageous but not essential

Main Responsibilities:

1. Serve as the first point of contact for facilities and health & safety issues within the office.
2. Welcome visitors to the firm professionally and manage daily building inspections, reporting maintenance issues promptly.
3. Provide assistance to other business support functions not based in the office, such as Finance, HR, IT, or Marketing.
4. Process incoming and outgoing mail, arrange couriers, and undertake reprographic duties.
5. Maintain office equipment and furniture, arranging repairs or replacements as needed.
6. Coordinate meeting room bookings and catering requirements for client meetings and seminars.
7. Monitor and replenish kitchen and stationery supplies, ensuring stock levels are maintained.
8. Assist with records management, including file audits and dealing with archive requests.
9. Ensure compliance with security procedures regarding access to the premises.
10. Conduct new joiners' facilities induction and assist the Health & Safety Manager in complying with regulations.
11. Complete relevant Health & Safety training courses, including First Aider and Fire Warden training.
12. Manage special deliveries, courier forms, and information saved in data rooms and Sharefiles.

Additional Responsibilities as an Administrative Assistant:

1. Handle filing, both physical and electronic, and manage contacts, referrals, and mailing lists.
2. Assist with matter risks assessments, file audits, and opening and closing files.
3. Support Executive Assistants, lawyers, and Business Services with tasks such as copying, printing, scanning documents, booking travel, and completing expense claims.
4. Compile document bundles, assist with document management, and perform general administrative tasks as required.

Pre-employment Screening: Candidates should note that pre-employment screening will be conducted, including checks on professional and academic qualifications, references, eligibility to work in the UK, Additionally, a satisfactory response from the Disclosure and Barring Service (DBS) is required to check for any previous criminal convictions or cautions.

The Recruitment Co. is an equal opportunities employer and we're committed to diversity and inclusion in the workplace.