Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Your new role
My client is seeking a highly organised, proactive, and professional Office Administrator to support the smooth day to day running of their office. This is a key position responsible for reception duties, administrative support, document management, and maintaining efficient office operations. If you thrive in a busy environment, enjoy helping others, and take pride in keeping things running seamlessly, we would love to hear from you.

• Open and prepare the reception area each morning.
• Maintain a clean, welcoming reception and shared office spaces.
• Answer and direct phone calls professionally, taking accurate messages.
• Greet and sign in visitors, following all security and H&S procedures.
• Manage visitor logs and ensure the reception process is followed.
• Handle all incoming and outgoing mail, sorting, logging, and distributing.
• Monitor and respond to general office email inboxes and respond to phone messages

• Liaise with building management for maintenance or repairs.
• Support wider office tasks and take on ad hoc administrative duties.

• Prepare, format, create, and proofread documents, reports, specifications, and presentations in line with QA procedures.
• Maintain and update databases and filing systems (physical and electronic).
• Complete accurate data entry and maintain records.
• Manage access and login details for project-specific software.

• Draft, edit, and proofread correspondence and project documentation (including specifications, RFIs, DCS).
• Save and organise documents within relevant project folders and maintain filing systems and respond to urgent requests.
• Follow up with partners on outstanding project information.

• Review the weekly schedule and prioritise tasks.
• Follow up on outstanding action items from meetings and ongoing projects.
• Prepare and distribute weekly reports and updates.
• Assist with weekly reporting requirements as needed.
• Maintain and update internal contact lists and databases.
• Prepare schedules and organisational tasks ahead of the upcoming week.
• Update project schedules as required

• Excellent communication skills, verbal and written
• Strong technical skills, particularly Microsoft Office Suite
• Professional interpersonal skills, with the ability to work with a wide range of people
• Problem solving ability, using initiative to resolve issues quickly
• Adaptability to shifting priorities and task demands
• High attention to detail and accuracy
• Discretion and confidentiality in handling sensitive information
• Customer service orientation, ensuring a positive experience for visitors and colleagues
• Exceptional organisation and time management, able to multitask and meet deadlines