Office Administrator

Job Description

Office Administrator

Reports To

Managing Director

Role Purpose

The Office Administrator is responsible for providing efficient administrative support to ensure the smooth day-to-day operation of the business. The role involves coordinating office activities, maintaining accurate records, supporting colleagues across multiple departments, and delivering a professional service to customers, suppliers and visitors.

The successful candidate will be highly organised, detail-oriented and capable of managing multiple priorities while maintaining a high level of accuracy and confidentiality.

Key Responsibilities

Office Administration

• Provide general administrative support across the business.
• Answer incoming telephone calls professionally and direct enquiries appropriately.
• Welcome visitors and clients to the office.
• Manage incoming and outgoing post, emails and correspondence.
• Maintain organised electronic and paper filing systems.
• Order office supplies and monitor stock levels.
• Ensure office equipment and facilities are maintained and report any issues.

Administration Support

• Prepare reports, letters, presentations and other business documentation.
• Maintain accurate company records and databases.
• Update internal systems with relevant information.
• Assist with document preparation and formatting.
• Schedule meetings and prepare meeting rooms where required.
• Take meeting minutes when requested.
• Assist with diary management and appointment scheduling.

Customer Service

• Respond to customer enquiries in a professional and timely manner.
• Liaise with clients, suppliers and contractors.
• Redirect enquiries to the appropriate department where necessary.
• Ensure all customer interactions reflect the company's professional standards.

Data Management

• Maintain accurate records and databases.
• Process administrative documentation accurately.
• Ensure company information is stored securely.
• Comply with GDPR and confidentiality requirements.

Finance Administration

Where applicable

• Process purchase orders.
• Prepare invoices.
• Assist with accounts administration.
• Reconcile supplier statements.
• Process expense claims.
• Support credit control activities.
• Liaise with the finance team.

Operational Support

• Assist departments with administrative requirements.
• Coordinate internal communications.
• Monitor shared mailboxes.
• Maintain company templates and documentation.
• Support business improvement initiatives.
• Assist with projects as required.

General Responsibilities

The Office Administrator will

• Maintain confidentiality at all times.
• Prioritise workload effectively.
• Work collaboratively with colleagues.
• Identify opportunities to improve administrative processes.
• Ensure all work is completed accurately and within agreed timescales.
• Represent the organisation professionally.

Person Specification

Essential

• Previous administrative experience.
• Excellent organisational skills.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Professional telephone manner.
• Strong IT skills including Microsoft Office (Word, Excel, Outlook and Teams).
• Ability to prioritise multiple tasks.
• Ability to work independently and as part of a team.
• High level of accuracy.
• Professional and friendly approach.
• Ability to maintain confidentiality.

Desirable

• Experience using CRM or business management systems.
• Experience within a busy office environment.
• Previous customer service experience.
• Basic accounts administration experience.
• HR administration experience.

Key Skills

• Organisation and planning
• Communication
• Customer service
• Time management
• Attention to detail
• Problem solving
• Teamwork
• IT proficiency
• Confidentiality
• Adaptability

Why Join Us?

We are looking for a proactive, organised and dependable individual who enjoys variety and takes pride in delivering high-quality administrative support. In return, we offer the opportunity to be part of a supportive team where your contribution will play a key role in the smooth running and continued success of the business.