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Job Description: Office Administrator

Key Responsibilities:

Front Desk & Visitor Management:

Serve as the first point of contact by welcoming and greeting visitors and clients.

Meeting Room & Diary Management:

Prepare meeting rooms and manage the scheduling of meetings and catering.

Send Daily emails to office staff to coordinate and update the meeting diary.

Manage Deliveries to office:

check deliveries before accepting to the office, make sure actually for delivery to the office.

contact person who ordered to collect asap.

NO Deliveries to be left in the entrance lobby,

Call Handling:

Answer, direct, and record call details, ensuring detailed call logs (call reference, time, contact details).

Email call information.

Mail Sorting & Distribution:

Open, sort, and distribute mail as necessary, ensuring timely delivery to the appropriate departments.

Invoice processing:

Print invoices / date stamp/ highlight order no & sort into projects ready for accounts to process.

Organize invoices into project-specific batches for weekly processing.

Check the invoices in batches and check ‘+’ invoices with site teams.

Maintain and order office stationery, canteen, and restroom supplies (via Bridgewater/Amazon).

General Administrative Tasks:

Assist with general office duties such as printing, taking meeting minutes, generating reports, and supporting social value initiatives.

Update Approved Contractors list
- Insurance
- Accreditation

SMWC – Request weekly

Manage the delivery driver schedule and update the driver diary.

Contact/ Suppliers List:

Update and distribute the contact list.

Update and distribute Suppliers List.

Office Upkeep & Maintenance:

Facilities Management:

* Oversee office maintenance, including scheduling and addressing issues with:

* Gates (swing and folding) - Commsec

* Gate Fobs (order, program, and maintain user records)

* Key Management for office, shutters, and access control

* Asset Register updates

* Car Charging Stations maintenance

* Vehicle Folders & Keys management

* Utility Bills (electric, gas, water)

* Telephone Systems

* Printers

* Mobile Insurance Changes

* IT Support/ Internet

* Office Cleaning services

* Waste Collection scheduling – Kenny Waste

* Key press/ keys - manage

* Uniform cupboard – keep stock & issue as needed

* Workwear – Spectrum

* Stationary

This position requires strong organizational skills, attention to detail, and the ability to multitask effectively in a dynamic office environment. Training for specific software will be provided.

SKILLS:

Proficient in Microsoft Word, Excel, and PowerPoint

Experience with SharePoint for file management

Familiarity with bespoke software (iAuditor, file management systems)

Strong communication skills and confidence in coordinating with project managers, site managers, clients, and suppliers

Ability to manage time effectively and meet deadlines efficiently