Senior Administrator

Salary: £26,000 – £31,200 per year

Our client is seeking an experienced Senior Administrator for this fast paced thriving business.

In this role you will have responsibility for overseeing the office working environment, to be a central point of contact for everyone within the organisation, to have an overview of many different areas within the business, an impeccable working knowledge of the business and its aims, and to pitch in wherever necessary to ensure the company operates smoothly.

Your responsibility is to oversee the administrative and activities that facilitate the smooth running of the office, organising people, information and other resources. You’ll ensure that office equipment is maintained to the appropriate quality and quantity, relevant records are up to date and all administrative processes work effectively.

You will need to organise and coordinate administration duties for processing orders and office procedures – taking, receiving, confirming customer orders, processing the relevant paperwork, raising invoices and order confirmations will be a core part of the role. Order administration and liaising with customers will be a crucial aspect of the job.

Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety. You will ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Duties will often include assisting other members of the team when project deadlines are imminent as an administrator, as well as some of the traditional duties of a PA for the company directors, this role will be wide-ranging. To stand out in this job you will be ahead of the game and anticipating needs. You need to be one step ahead of the boss and the office team, able to predict their pain points and smoothing the way. Staying ahead of the game depends on your ability to be an organisational superhero!

It is very likely that your duties could overlap with areas such as PA, HR, finance, marketing and IT. Be prepared to multitask!

You must have at least 3 years previous office-based, managerial, secretarial experience. This is essential.

Responsibilities:

Use a range of software, including QuickBooks, Google Drive, Google Suite, G-mail, email, spreadsheets and databases, all Microsoft office applications and to ensure the efficient running of the office

Process customers orders, confirm orders with factories and customers, be a point of liaison for orders, monitor order progress, raise invoices and order confirmations and monitor the whole order process to ensure deadlines are met. Ensure all order administration is completed to a high level

Manage online and paper filing systems for ordering processes

Develop and implement new administrative systems for taking customer orders, such as pricing / design / record management

Record office expenditure and manage the budget. Ensure that all items are invoiced and paid on time. Keeping records of office expenditure.

Maintain the condition of the office and arrange for necessary IT upgrades / fixes

Organise and chair meetings with staff – this may include typing the agenda and taking minutes, and following up on tasks

Dealing, recording complaints and queries, responding to customer enquiries and resolving complaints

Review and update health and safety policies and ensure they’re observed in both UK and India office. Maintain and enforce office policies as necessary

Liaise with facility management vendors, including cleaning, catering and security services and general facilities manager – by taking responsibility for the upkeep and maintenance of the exterior and interior of the building and insurances critical to the business. Arrange regular testing for electrical equipment and safety devices. Maintain the office condition and arrange necessary repairs. Manage contract and price negotiations with office vendors, service providers and office lease

Check that data protection laws are being adhered to in relation to the storage of data, and review and update policies

Organising meetings and managing databases, Schedule meetings and appointments

Serve as the point person for duties including mailing, postage, supplies, equipment, bills, errands, shopping, ordering stationery and furniture, managing office budgets, ensuring insurances are in place. Maintain the office condition and arrange necessary repairs. Being the point of contact for suppliers and ensuring office supplies and resources are restocked.

Preparing letters, presentations and reports for and on behalf of the team and senior management and deliver presentations. Researching and writing reports and project work

Implementing and maintaining procedures/office administrative systems

Involvement in recruitment – organising induction programmes for new employees arranging interviews and so on. Assist in the onboarding process for new hires

Provide general support to visitors, meet, greet, refreshments etc

Diary and travel management for a company CEO or management team

All-around secretarial duties and reception duties – answering calls, emails and letters

Implement social media plan for your organisation

Meeting, conference and event planning

Occasional even reading / replying to emails at weekends

Being able to muck in with whatever is needed to keep the office running smoothly!

Skills required:

You should have previous varied Office skills – as the job will see you tackling a huge range of different tasks, potentially on the same day!

In this office role you will need good secretarial skills, diary management experience, IT skills and experience, excellent written and communication skills, an ability to work closely with other departments and to be able to undertake project work. Some finance or book-keeping experience could also potentially be an advantage. Use of accounting / ordering online applications (Quikbooks / Sagepay) is essential

You would be required to organise meetings and events, possibly even chairing meetings, you would maintain offices and facilities and undertake policy work such as health and safety and data protection, and possibly undertake research and project management.

Proficiency in MS Office, G Drive, G Suite and G mail. knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly-used office packages, strong IT and typing skills

Hands on experience with office machines (e.g. fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organisational and planning skills in a fast-paced environment

A creative mind with an ability to suggest improvements

Degree; additional qualification as an Administrative assistant or Secretary business administration / business management will be a plus

Reliability and discretion: you will often learn of confidential matters

Adaptability, initiative and attention to detail

Communication, negotiation and relationship-building skills

Leadership and the ability to ‘make things happen’

Excellent organisational and time-management skills

The ability to prioritise tasks and work under pressure, multi task as well as setting your own deadlines.

Good team-working skills and the confidence to lead and motivate a team

The ability to manage your workload and supervise others concurrently

Excellent interpersonal, oral and written communication skills

Flexibility and adaptability to changing workload

A problem-solving approach to work

Project-management skills

Good secretarial skills, diary management experience and highly organised

Basic Book keeping, budgetary and finance experience

Social media / marketing experience would be very beneficial

Personable, approachable and good listener

Experience in shipping and logistics would be beneficial

A good sense of humour and ability to be diplomatic – you’ll be working with a wide range of personalities in our office, across the UK and the globe

A tough and resilient ‘can do’ attitude and unflappable in a crisis

A proactive attitude – a candidate that will simply ‘muck in’ to get a job done

Flexi working can be an option to cover essential work over weekend

Ability to work school holidays

Driving licence.

We endeavour to reply to all applications, however, if you haven`t heard from us within 7 days, you have been unsuccessful with this particular role. You are very welcome to apply to future advertisements placed by Grafters Recruitment Consultants / Grafters Accountancy Personnel.