Office Administrator vacancy in Central London (074jc)

My client is an expanding and leading edge Financial Services FinTech company who are now seeking an Office Administrator due to company expansion.

You will be part of a team of Office administrators, and your role will be focused on the Office Admin function, as the others will be focused on Finance and Recruitment.

Your role will be to ensure the smooth running of the office on a day to day basis, thereby minimising the time needed for the rest of the company to deal with non-technical roles.

Therefore your responsibilities and duties will be broken down as follows:

Office Duties
• Man the reception desk for deliveries and guests. Be present at the desk between the hours of 0900 and 1800, ensuring when you are not at your desk that you have adequate cover/ support while away for brief periods or on holiday
• Ensuring between Office admin/ Recruitment admin and Finance admin not more than one is away for an entire day at the same time, except over Christmas holidays or Bank holidays
• Man the main phone line to the company and dealing with all voice mails left
• Maintaining office supplies for the office, and also making sure that the printers all have enough paper and ink, as well as making sure that meeting rooms are fully stocked with essentials, i.e. pens, pads, drinking water.
• Organising incoming and out-going post/ deliveries
• Daily Fill dishwashers and turn on/empty
• Daily Fill and clean the coffee machine
• Responsible for the generic mailboxes and dealing with all queries
• Manage office diaries
• Ensuring the kitchen and stationary cupboards are properly stocked
• Manage the office cleaners/ cleaning firm.
• Order a weekly lunch using deliveroo/ubereats
• Manage petty cash
• Run the booking of the meeting rooms, as well as resolving meeting room conflicts
• Be the company Fire warden, First Aid and Health and Safety person
• Book and manage staff entertainment events
• Preparation of NDA’s to customers/ Investors where required
• Booking of all conference call and WebEx demos on behalf of the business

Building Duties
• Liaise with building management over works, e.g. light bulbs, window cleaning, building access, etc.
• Manage office relationships in the first instance/ liaising with front desk
• Office move specific duties
• Removal lorries/ logging of all items being moved and supervision of their arrival at the relevant new desk location
• Liaise with IT support over move of internet/ all team kit
• Ensuring of the correct disposal of unwanted/ not required items

Staff Duties
• You will be responsible for the admin management of existing staff, e.g. moorepay, management of staff leave, as well as probation alerts to relevant managers and written confirmation to personnel once they have completed probation
• Being responsible for new personnel, making sure that they have everything they need on day one, organising where they will be seated, etc.
• New phone number and handset allocation for new hires
• Ensuring new team members are added to all relevant slack channels
• Maintaining up to date personnel folders for all personnel to include all contact details and Next Of Kin details as well
• Organising new starter drinks (date and venue)
• Removal of staff access when anyone leaves the firm. Co-ordinating with IT for the removal of building, phone, system and all access points.
• Organising/ collecting and purchasing of leaver presents (where appropriate) and signing of relevant cards discreetly

Executive Support
• Diary management
• Management of meetings, in person and phone
• Ad hoc tasks
• Paper work
• General organization and administration
• Travel booking
• Scanning, printing, filing
• Helping preparation for board meetings, printing of board packs

The ideal individual for this role would be someone who has probably worked in a similar environment, who has the following qualities and experience:
• Be able to cope under pressure
• Be used to working with officers/ senior officers
• Be very capable of multi-tasking
• Be presentable and able to correctly deal with VIPs/HNWI on the phone/in person.
• Up to two years’ experience in a central London office as an office manager.
• Worked in main building in an admin role
• Worked in a regimental HQ

This role would suit someone who has come from the Admin Branch from the Military and live within a decent commute from their office in SW1.