Office Administrator 25 views

Office Administrator

Job Type : Permanent, Full Time

Salary : £24000/annum Various Benefits and Pension

Office Administrator, Cambridge (SPS2603)
Sector: Financial
Location based: Cambridge
Reports to: Document Management Supervisor
Pay: Dependent on experience
Hours: 40 hours per week
Ref: SPS2603
Closing Date: 15th April 2022
Applicants: Internal & External
JOB PURPOSE:
The successful candidate will be proactive and to provide professional, customer focused day to day 'hands-on’ support based at our prestigious client site offices. To take personal responsibility for managing and working closely with the extended team in the operation and administration of day-to-day workplace services. To ensure all related workplace services perform in accordance with the agreed specifications and service agreements whilst maintaining a clean, safe, and productive working/business environment for clients and customers. The jobholder must be able to think and respond quickly to any given situation and therefore will be expected to demonstrate a common-sense approach, customer service skills, flexibility and an understanding of the firm’s business needs.
DUTIES AND RESPONSIBILITIES:
Work collaboratively within the One Team to ensure the office services operate as expected on a day-to-day basis whilst adopting a proactive and 'hands on’ approach
Ensure the business team follows the Firm’s Security Policy in locally managing access to the office and adherence to clear desk policy
Ensure office reporting is carried out in a timely manner and mandated daily or regular checks are carried out
Acting as key point of contact for all staff who request the services provided or enquire about anything to do with facilities or the office in general
Meet with the building management team on a regular basis to ensure the clients’ interests are represented
Have a full understanding of the front and back of house activities, working as part of the team and undertaking these duties on a day-to-day basis.
Maintaining the general quality feel of the office by liaison with the appropriate support functions and by regularly walking the floors to ensure standards are maintained.
Office Services
Dealing appropriately with all mail and packages delivered to the office.
Provide courier booking services to the office.
Records management, manage the onsite client files similar to a library lending service
Reprographics related requests such as printing, laminating, wire binding and scanning
Performing regular clear desk sweeps
Update, implement and adhere to the firm’s security procedures.
Monitor and report any faults with our client’s access system to the system provider and escort/assist the contractors as required whilst in the office.
Prepare, sort, and distribute internal information e.g., audit and notice board information.
Welcome / Client Contact:
First point of contact for all staff, issuing visitor badges, locating, and notifying host, keeping client informed.
Liaising closely with landlord security teams to ensure consistency of standards and a professional image are maintained across the Welcome areas.
Ensuring the firms security procedures are adhered to.
Meeting Room Bookings:
Monitoring the meeting room diaries /databases & prioritising meetings.
Prepare refreshments for meeting rooms and place refreshments/catering in rooms in conjunction with supplier partners.
Meeting room maintenance – check and clear rooms on an ongoing basis, ensure that rooms are correctly laid out and are clean / presentable prior to each meeting.
Ensure video conference equipment is operational prior to customer use, report faults and complete reports as required.
Other / general duties:
Performing any ad-hoc "event-driven" duties as and when appropriate.
Developing and maintaining an awareness of staff and their needs.
Liaison and follow-up with appropriate contacts on the resolution of problems (e.g., cleaners, vending, etc.), escalating unresolved problems where necessary
Assistance with fire and bomb evacuation procedures
Provide a focal point for the wide range of support services on practice (internal) floors and should be seen by floor occupants as a customer focused and a “fixer”.
Develop good relationships with staff, partners, and other service partners to ensure the optimum service provision whilst providing an interface to all services.
Maintain the integrity of the firm's security – liaise with on floor risk managers to secure compliance and adherence to client confidentiality
General upkeep of the floor – Be proactive in the identification and resolution of problems identified during floor walks and discussion with users.
Be knowledgeable in regard to when partners / staff may approach with a question relating to IFS services “how do I" – Floor host to support I&P service requests (in the first instance and explain how someone can self-serve in future).
PERSON SPECIFICATION:
The ideal candidate will display knowledge and experience of the following:
Qualifications:
* N/A
Skills/competencies:
* The ability to build relationships with customers and communicate effectively at all levels
* The ability to demonstrate a customer focused and "Can do" attitude with clarity of vision, sound judgement and good priority skills are fundamental requirements
* To be proactive, self-motivated and understand the parameters of the role and refer issues upwards
* Strong technical ability and proven IT skills
* Excellent prioritisation, time management and organisation skills
* Proven delivery of accurate and thorough work
* Proven reliability in customer service and problem-solving skills
* Good communication skills (verbal and written) with the ability to liaise confidently and professionally at all levels
* Follow instruction effectively asking for clarification as necessary
* Strong attention to detail – provides a high standard of work to the client’s satisfaction. Take care when completing work assignments and ensure the quality is always high
Knowledge:
* A basic knowledge in the use of AV equipment and Video Conferencing and ability to arrange appropriate technical assistance as and when required
* Strong influencing and team working skills, able to build and maintain trusting relationships with both colleagues and clients promoting and embracing change
Experience Required:
* You will ideally have prior work experience (from an administrative background within a corporate or professional services environment)
* Experience in client service delivery would be an advantage
Personal qualities:
* Client focused – must be professional, friendly, proactive, enthusiastic, flexible, and always demonstrate an excellent customer service attitude
N.B. All roles will be expected to undertake manual handling duties within their physical capabilities. It is, therefore, essential that if you have a disability which will limit your ability to undertake this type of work, you alert us at interview to this.
Swiss Post Solutions ensures equal employment opportunity to all employees and applicants without regard to race, colour, religion, gender, sexual orientation, national origin, ethnic background, age, marital status, physical or mental disabilities, or any other characteristic protected by law. Our policy extends all phases of the employment process, including recruitment, selection, transfer, training, restructuring, promotion, and compensation

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