Receptionist / Office Administrator

Posted 16 January by iRecruit Partners Ltd

iRecruit Partners are currently working with a company based in Oxford who are looking for a Receptionist / Office Administrator to join their rapidly expanding team. The Office Administrator will ensure that the office runs efficiently and cost effectively, with the correct procedures and processes in place to enable the business to operate professionally. You will support the Office Manager in being the first point of contact for office staff who require help or want to raise an issue.

This is a superb opportunity to work within a highly focused and developing team. You will enjoy adding value with your conscientious approach to every task. This role offers variety and an interesting environment.

Reporting directly to the Office Manager, the main responsibilities include: but are not limited to:

Greetings:

  • Meet and greet all colleagues and visitors in a professional, friendly manner
  • Answer, screen and direct all incoming calls during office hours
  • Maintain out of hours telephone answering system

Meetings and Events:

  • Set up and tidy meeting rooms
  • Provide/Organise catering for meetings
  • Assist in the arrangements of any company events organised, either for third parties of staff
  • Carry out office inductions for new starters

Facilities Management:

  • Spot clean and clear kitchens throughout the day to include cleaning the coffee machines, emptying and loading the dishwashers, washing up as necessary, restocking kitchen supplies and if needed emptying the waste and recycling facilities
  • Processing incoming and outgoing mail and deliveries and organizing couriers where necessary
  • Ensuring correct opening and unlocking procedures are followed and liaising with the alarm company and monitoring station where necessary
  • Liaise with the landlords of each office building to resolve all building related issues that may arise including repairs, door access passes etc.
  • Maintaining the condition of the office and arranging for necessary repairs
  • Plan, manage and maintain essential office services such as cleaners, confidential waste disposal and recycling and catering
  • Assisting with office moves/reorganisations as necessary

Procurement management:

  • Office stationery, equipment and supplies management, and assist the Office Manager in periodic supplier reviews
  • Process staff requests for publications (papers, books etc)

Purchases:

  • Follow the purchase cycle procedure for all office expenditure including raising of purchase orders, matching of invoices to delivery notes and credit card statements
  • Management of company mobile phones

Travel and accommodation:

  • Assisting in arranging and managing travel and accommodation requests for staff and guests in line with the Company travel and expense policy including the production of itineraries, clear communication of all arrangements made and any other arrangements essential to the business trip

Health and Safety:

  • Perform Annual Documented Generic Risk Assessment plus detailed risk assessments for Display Screen Equipment (including for when staff are working at home), Manual Handling and young people and new/expectant mothers, as required
  • Maintain level of Fire Warden and First Aider cover
  • Act as a fire warden
  • Maintain the Work Equipment Inventory and inspect all equipment in line with the office procedures

IT:

  • Assist with the management of office telephone system including set up of new users
  • Assist with the management of IT asset database log

Other responsibilities:

  • Provide cover for sickness and holidays of other office support team members as and when required
  • Ad Hoc bookings and purchasing for staff in line with company travel and expenses policy
  • Maintaining the administrative and finance assistant procedures manual

REQUIRED SKILLS AND EXPERIENCE:

You will have excellent organisation skills, a 'can do’ personality and ideally a commercial attitude with some awareness of finance tasks. In addition, you will possess the following skills and experience:

  • Experience in a similar role
  • Highly organise in your approach, able to prioritise and manage a varied workload to meet deadlines
  • A can do attitude with flexibility and willingness to contribute to success of the business
  • A confident and excellent communicator with the ability to develop good working relationships with colleagues and external parties
  • Possess a good level of numeracy to support with financial related tasks
  • Competent user of MS Office especially Excel, Word and Outlook
  • Capable of working as part of a team as well as working on own initiative
  • Strong oral and written communication skills with the ability to present a professional face of the business and produce clear high level documents
  • Calm in your approach to work and able to enjoy a focused environment

KEYWORDS: Office / Administration / Front of House / Temporary / Contract / MS Office

Required skills

  • Bookings
  • Inventory
  • Supplies
  • Visitors
  • Receptionist Duties

Application questions

Do you have recent experience in a similar role?
Are you competent in all microsoft packages?
Are you available immediately?

Reference: 33997440

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