Job Description

• Co-ordinate and administrate office, cars and travel functions
• Provide an efficient, professional and welcoming reception service

• The hours for this role are 12:30pm – 5pm Monday to Friday.
• The role will be shared with another person working mornings and you will therefore be required to work full time for 5 weeks per year to cover holidays and will have some flexibility to cover for a small amount of other ad hoc days if required such as sickness.

MAJOR ACCOUNTABILITIES:

Reception, Deliveries & Post

• Provide a welcoming reception service to visitors and follow the booking in process as required
• Ensure the Reception area is always clear and professional
• Answer and direct all telephone calls
• Sign and co-ordinate the deliveries for the office
• Ensure all parcels reach the correct person and department
• Ensure anything going being posted out is addressed and labelled correctly
  • Royal Mail
  • UPS
• Frank UK/EU and International mail

Administration

• Provide access passes for all associates, contractors and visitors and ensure all associates have the correct security access
• Ensure all third-party contractors sign confidentiality agreements
• Raise and manage the purchase order process
• Assist with internal office moves
• Co-ordinate the provision of office consumables – milk, tea, coffee, stationery, coffee machine, franking machine, business cards
• Professional communication to UK office and wider where applicable adhering to the HR communication strategy
• Support HR with corporate events such as Company updates, Town Hall meetings and Christmas Party
• Co-ordination of samples sales, charity days, volunteering and any other office events
• Provide support to other departments if required

Cars

• Manage the company car fleet - including ordering, adhering to policy, dealing with fines, liaise with other departments such as Finance & Payroll
• Take the lead on any new car initiatives such as protecting the environment, staying up to date with car fleet knowledge and HMRC guidelines, make recommendations on the policy and process for company cars
• Work closely with HR to determine the car policy, understanding the needs of the users and the business and in line with latest HMRC guidelines
• Communication with car holders on requirements and options

Travel

• Lead the management of third-party travel provider including systems management and administration
• Utilize knowledge of travel processes to support business users and their travel plans
• Co-ordinate the tendering of travel contract with external providers
• Collaborate with Finance on travel policy updates as required

• Proficient in Microsoft Excel including basic formulas and ability to analyses travel costs
• Review of the travel activity and accommodation to identify cost saving opportunities and adherence with the policy

Required Knowledge, Skills, and Abilities

Previous administration experience is essential. Travel management experience working with a third-party provider would be desirable. Experience in managing car fleets and adhering to policies would be desirable. Professional approach with a flexible communication style and the ability to be assertive. Continuous improvement mindset. Conscientious, proactive and great organization skills. Proactive and multitasking capabilities. Microsoft Office skills Proficient in Microsoft Excel and ability to use basic formulas. Totally customer focused with the desire to provide a great place to work for our associates and responds calm under pressure. Highly proactive approach with exceptional planning and prioritization Team Player.