Job Details
An Administrator's role has arisen in a busy Property Management office based in the Pinner/Northwood area.
The purpose of this role is to ensure the smooth management of Office Administration and company policies and procedures and to manage the property and facilities services. To oversee the reception area, receive all incoming calls in a professional manner; deal with incoming/outgoing mail and faxes. To provide varies administrative, and clerical support functions including reception duties.
To carry out duties efficiently, promptly and to a high standard of quality and to complete processes to ensure cut off deadlines and timetables are met.
Main duties are as follows:
To manage proactively suppliers/supplier agreements to the company such that costs are controlled eg IT systems, telephone, stationery, photocopiers etc.
Manage the IT, Telephone systems as well as other equipment in the office
To ensure insurances are appropriate and up to date eg. employers liability, public liability, health, buildings, contents, vehicle
To review the on-going operation of the Company and make efficiency changes as appropriate
To maintain an appropriate filing system to record company/Director meetings; personnel records; attendance and sickness administration
To take responsibility for personnel administration eg offer letters, contracts, sickness, pay review letters
To maintain a positive working environment by ensuring all staff know of any relevant changes in, and progress of, the business and by arranging social and Christmas events
To take responsibility for the organisation and administration of corporate events held for clients and suppliers
To ensure Directors are aware of day to day issues
Managing all daily diaries and staff
Answer telephone in a professional manner
Email messages
Open post and distribute
Log in all invoices and distribute
Check sufficient stationery in stock and re-order as appropriate
Distribute faxes received/sent
Replace photocopier, fax and printer cartridges
Frank letters for posting
Put paper into plotter machine
Making up general files for staff
Making up project files inc. dividers
Printing labels
Photocopying paperwork
Checking answerphone for messages first thing in the morning
Greet visitors, ensure visitors book is completed, provide with refreshments
Keep a daily office staff attendance register
Book meeting room for meetings
Audio & Copy Typing
Organisation of Drawings
Help with all general admin duties
Unlock and lock the Office and Disable Alarm (unless already open)
Remove backup tape and install new daily tape (take removed tape home)
Print drawings for packages, racks and for site managers
Update issue sheets when drawings have been sent and update drawing racks
Send updated drawing issues sheets to everyone only on instruction from surveyors
Ordering bulk drawings from Supplier
Put together packages for tender enquiries
Print off attachments for packages going out to contractors
You will also be required to do the following:
Management:
To ensure upkeep and maintenance of the building
To ensure timely payment of rates and other costs
To manage contractors such as cleaners ensuring terms of contract maintained
To manage the sub-letting of surplus space in the building and manage the lease arrangements with tenants
PA support to the Directors:
To provide a full administrative/secretarial support to the Directors in terms of dealing with correspondence and fielding enquiries into and out of the Company
To deal with Directors expenses
Must have secretarial skills and be confident in WP, Excel, Outlook and PP.
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