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Administration Manager

Posted 13 days ago

  • Bishop's Stortford, Hertfordshire
  • Permanent
  • £28,000 to £34,000 /Yr
  • Sponsored
  • Expires In 15 days

Administration Manager – Bishops Stortford



Salary : £28000-£34000 DOE



Hours: Monday -Friday 8.45 am – 5.00pm



 



The role:



Administration Manager to oversee all day-to-day office operations and administrative support to ensure the office runs smoothly and efficiently.





Will include procurement, facilities maintenance, and vendor management. The responsibilities will include coordinating with internal and external parties to provide general administrative support, handling the procurement of office services, equipment, and supplies, and maintaining Health and Safety.





Reception Duties



Meet and greet external visitors and sign them into company system



Answer phone calls for Manufacturing site and other site in Bishops Stortford, direct appropriately or take messages



Accept deliveries and distribute them accordingly in the office



Contact person for all facility related issues / concerns / repairs for follow up and action




  • Facilities Management



Arrange for regular maintenance of equipment and internal systems



Operate and manage waste management processes and contracts



Manage contracted housekeeping staff by coordinating with the agency



Check rooms and furniture to identify needs for repairs and ensure minor malfunctions in office equipment are fixed by coordinating directly with relevant departments/vendors



Keep meeting room and reception area stocked and tidy



Maintain stock of office equipment & kitchen supplies



Handle fob activations for entry into the office



Maintain normal working of EV charging units and coordinate with vendor in case of any maintenance required



Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing



Possible need to be available on-call after business hours and respond to emergency situations as necessary





Procurement



Ensure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contracts



Follow up with suppliers on invoice discrepancies and non-conformances



Conduct market research and compare costs and benefits when evaluating new vendors





Health & Safety



Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards



Conduct new employee inductions at the office



Arrange relevant fire marshal and first aid training for onsite employees



Conduct fire alarm roll calls



Liaise with property management company on communal areas



Provide internal H&S quarterly audit report





Administrative



Organize travel arrangements for overseas colleagues and customers to include visa applications



Consolidate office expenses and invoices, authorize them and send them across for recharging accordingly



Collate and provide monthly sales bullet report



Provide weekly movement sheet and distribute to various locations



Reconcile petty cash monthly and send the details to Finance



Keep track of regular and ad-hoc facility expenses



     






  • Essential


    • Excellent English communication skills

    • Minimum 2-3 years of experience in a similar role

    • Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management

    • Ability to use Microsoft Office

    • Effective communication (both verbal and written) at all levels