Job Vacancies

Career opportunities at Concept

Office Administrator

Full Time РSouthampton, Hampshire, England (Posted 16/10/2017 РStatus: Open)

Responsibilities 

  • Coordinating office activities and operations to secure efficiency and compliance to company procedures;
  • Supervising and dividing responsibilities to ensure optimal performance;
  • Dealing with telephone and e mail enquiries;
  • Creating and maintaining filing systems;
  • Scheduling and attending meetings, creating agendas and taking minutes;
  • Organising travel and accommodation for staff or customers and other external contacts;
  • Letter writing, keeping diaries and arranging appointments;
  • Using a variety of software packages, such as Microsoft word, Outlook, Excel and Sage to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases;
  • Devising and maintaining office systems and databases;
  • Managing and maintaining projects on Sage and ensuring all projects are managed in the right and proper manner;
  • Liaising with staff in other departments and with external contacts;
  • Ordering and maintaining stationery and equipment;
  • Sorting and distributing incoming post and organising and sending outgoing post;
  • Organising and storing paperwork, documents and computer based information;
  • Photocopying and printing various documents, sometimes on behalf of other colleagues;
  • Recruiting, training and supervising junior staff and delegating work as required;
  • Arranging in-house and external events;
  • Preparation of quotes, tenders and project reports for Management

What to Expect

  • Work is almost entirely office based;
  • Self-employment, freelance or part time work is not normal practice;
  • The nature of the role is to support managements and projects rather than to take lead on the projects;
  • The role can be stressful at times, since the work is always focused on the needs of the manager or team;
  • Deadlines may be imposed suddenly, demanding flexibility and reprioritisation of the workload;
  • Travel within a working day, overnight absence from home are uncommon but may be required

Requirements

  • Strong organisational skills;
  • Presentation skills and attention to detail;
  • The ability to plan your own work, work on your own initiative and meet deadlines;
  • The ability to manage pressure and conflicting demands and prioritise tasks and workload;
  • Oral and written communication skills;
  • Tact, discretion and respect for confidentiality;
  • A pleasant, confident telephone manner;
  • Teamwork
  • Reliability and honesty;
  • Project management skills

Working Hours

  • A working week is typically 40 hours a week, with a working hours usually being somewhere between 8am and 5pm. These are the hours that all admin offices, throughout the company, are expected to be manned.

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