Office Administrator – Maternity Cover

Reporting Line: Customer Services Manager
Location: 3 Roundwood Avenue, Stockley Park, Uxbridge, UB11 1AF

To provide proficient, professional and highly welcoming front of house service; support with office related administrative duties; assistance with efficient functioning of the office.

Key objectives for the position:

The duties include but are not limited to:

  • Acting as the first point of contact for visitors, staff and telephone enquiries
  • Meeting and greeting guests, customers and clients
  • Switchboard management
  • General administration support within the office
  • Offering and preparing refreshment drinks, tea and coffee for visitors and clients
  • Keeping reception area and meeting rooms tidy and presentable at all times
  • Managing meeting rooms calendar
  • Arranging, receiving and distributing post and couriers
  • Arranging taxies
  • Support with organising meetings and events (including refreshments, catering, equipment provision, printing and photocopying)
  • Schedule and monitor office equipment repairs
  • Liaising with office services: Cleaning, M&E, contractors
  • Monitoring, ordering and supervising levels of stock for cleaning, kitchen consumables and stationery
  • Coordinating the timely repair of the office building with the landlord’s property management company
  • Coordinating Health & Safety compliance: First Aid Boxes stock, Fire extinguishers
  • Acting as fire marshal and first aider (training provided)
  • Working closely with the PA team to ensure seamless co-ordination
  • Assisting with ad hoc duties and projects as required
  • Assisting HR with printing staff ID cards
  • Monitoring of office access for staff, new starters and leavers
  • Undertaking facilities management duties in the office.

Key Requirements:

  • Fluent in English
  • Excellent customer service and work etiquette is essential
  • Experience of working in client facing duties – hospitality, corporate reception, or office management
  • Able to influence and communicate effectively with a wide range of audiences, whether by phone, email or in person.
  • Great communication skills, ability to deal with people of all types and personalities at all levels
  • Computer literate, advanced Microsoft office skills
  • Responsible, reliable, confidential, and able to demonstrate integrity
  • Capable to work under pressure
  • Friendly, diligent team worker with a flexible attitude
  • Proactive approach with limited need for direction or supervision, able to work on their own initiative
  • Experience of facilities management and maintaining a safe & inclusive working environment
  • Russian language and Russian culture knowledge would be an advantage but is not essential.

Personal qualities:

  • High level inter-personal skills,
  • Professional with business look
  • Demonstrate the ability to work accurately and with a high level of attention to detail
  • Calmness and resilience in order to cope with pressure and change
  • IT literate and the ability to adapt to a variety of software and computer systems
  • Strong time management and prioritizing skills
  • Pro-active team player
  • Willingness to work under pressure to tight deadlines
  • Open, friendly and conscientious attitude
  • Analytical and problem-solving skills.



Download Application Form

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Applications should be made directly to [email protected] or by filling out the form below:

    Upload filled Application Form
    Upload your Covering Letter

    Applicants should submit The Application Form and Covering Letter stating how they match the criteria.
    They must be able to work in the UK and prove 5 years employment history.