Office Administrator

As Office Administrator you will be responsible for providing a welcoming reception service for all clients, visitors and staff. In addition you will support others with administrative duties, and being responsible for ensuring a safe working environment, as well as preparing reports.

Key Responsibilities

Operations:

• Supporting the VAT office professional staff as and when required with administrative related duties, such as preparing documents, invoicing, scanning, filing, and other ad-hoc duties
• Support the smooth and effective operation of the office undertaking office management/administrative tasks as required,
• Support the ISO Security Officer with any related tasks and ensuring that relevant ISO policies are adhered to
• Assist the Facilities Manager with the maintenance of office equipment and general facilities management; local supplier liaison
• Monitor levels of stationary and other office supplies (including company stationery i.e. letterhead) and order when required;
• Coordinating post, both incoming and outgoing, arranging couriers;
• Arranging for client files to be archived by sending them to other offices to be recorded on the central database and then sent off site;
• Responsible for hospitality facilities i.e. ordering and preparing refreshments for meetings, making tea and coffee as and when required.
• Arranging social activities
• Carrying out fire risk assessments for the Brighton Office
• Manage Health and Safety in the office, including reviewing and updating Health and Safety policies and ensuring they are observed and compliant

Financial and commercial Management:

• Various finance related tasks including preparation of intercompany billing, TMF billing, review VAT invoices, arranging authorization of invoices and expense claims and forwarding to Internal Finance
• Supporting finance and Account Managers with resolving queries regarding the intercompany and client billing
• Collection and forwarding internal finance documentation to Internal Finance
• Maintaining petty cash records
• Set up of clients on FileMaker and updating client and return specific details

Client service:

• Answering general phone inquiries in a professional manner. Screening calls, forward phone inquiries to the appropriate staff members. Taking detailed messages and ensuring they are provided to relevant person, as required.
• Greet clients/suppliers/visitors to the office in a professional and friendly manner; arranging access to office according to visitor policy
• Liaising with TMF compliance and keeping client KYC files up to date; arrange Preliminary Intake Approval and create monthly reports to account managers and Group Compliance

Job Requirements

• GCSE (or equivalent) level of Education
• Prior experience in customer facing or Administration role.
• Fluent in both written and spoken English
• Expertise in all MS Office packages (Word, PowerPoint, Excel, Outlook).
• Strong organisational and process management skills; attention to detail.

Benefits

• Private medical insurance
• Life assurance x4 base salary
• Pension
• 25 days Holiday
• Discounted gym memberships, Life Style discounts – travel discounts, cinema tickets, high street vouchers are just some of the discounts you have access to when you shop online or in store,
• Purchase additional holidays Scheme

Applications close: 29 Sep 2023 GMT Daylight Time

For further information, and to apply, please visit our website via the “Apply” button below.