Administration / Office Manager
To £35,000 + discretionary bonuses + private health insurance + season ticket loan + pension
London EC1 (Nearest Tube stations Moorgate or Liverpool Street)

THE COMPANY
Established and ambitious B2B services sales and Consultancy Company with a small successful team have an opportunity for a dedicated and hands on administration manager. The role will be wide ranging and exists within a small but vibrant environment. You will manage one junior member of the administration team. This is a role where you are encouraged to take ownership, use your initiative and take part in the growth of the business. No two days are the same so never boring. This is a key role which also contributes to the positive office vibe.

EXPERIENCE AND SKILLS NEEDED

  • At least 5 years previous experience in working in an office administration role
  • Proficient in both written and verbal communication including fluency in English;
  • Proactive, able to work to deadlines and urgency;
  • Discretion and confidentiality;
  • Computer literacy including Microsoft office and Outlook;
  • Strong organisational skills;
  • Attention to detail;
  • Able to work to deadlines;
  • Confident team player with good interpersonal skills;
  • Typing skills;

THE ROLE
Reporting to the Directors, you will work closely with the Directors and sales team in a role which is wide ranging. Responsibilities include the following:

Administration Duties 89%

  • Main point of contact for all consultants dealing with any issues that may arise relating to admin procedures.
  • Sole responsibility for training any new starters on administration issues. Ensure new Consultants are trained on all aspects of the administration aspects relevant to their consultancy roles.
  • Typing or formatting (copy and paste) and coding of documents: ensuring all information is added correctly on the CRM (and that documents are formatted correctly and that any updated information is added on in a timely and accurate manner).
  • Support to all Directors on request.
  • Updating the database when appropriate
  • Assisting the Contract Director, running new/updated contracts and updating the terms when instructed and liaising with outsourced providers
  • Liaising with the outsourced referencing checking agency on references for contract workers
  • Setting up company documentation and amending then saving them on computer and CRM
  • Responsibility for the maintenance of the company's filing system on different drives ensuring the distinction between shared drives and confidential folders
  • Responsible for approving adverts and administration of the advertising system and helping place adverts on relevant media.
  • Setting up new users on different media
  • Liaising with all suppliers and gain any quotes when requested
  • Diary management
  • Type up fee letters when required
  • Responsible for office decor and contributing to office vibe

Facilities: IT & System Administration Duties 3%

All the below is done with the support of 3rd party providers:

  • Administrator on the company CRM and email system. This is routine maintenance procedures.
  • Setting up new employees on the CRM, outlook, remote desktop, telephone system, telephone hardware with support from IT support
  • First point of contact for problem resolution liaising with IT support
  • Setting up new users with telephones
  • Responsible for communication with suppliers including telephony, software support, CRM provider, and job boards

HR Administrative Duties 3%

  • Liaising with outsourced HR function if ever needed
  • Ensuring personnel records are maintained and filed in the appropriate online confidential folders
  • Support relating to HR issues such as responsibility for sickness and holiday record keeping and monitoring, filling in employment contract templates, offer letters letter templates, all new starter documentation, liaising with reference checking agency and liaison on these matters with the Directors and Managing Director who advises on the details.
  • On-board meeting with new staff members and going through contracts, handbooks
  • Any ad hoc letters, documents that might need to be sent out to staff
  • Liaising with Directors with any other HR matters

Ad hoc projects 5%

Candidates must be able to work in the UK without sponsorship and be fluent in English both written and verbally