Administration Officer With Health & Safety Experience

I am recruiting for a client of mine based in the City of London.

They are looking for an All rounder, minimum of 1-2 years of previous admin experience required. Experience dealing with Health & Safety matters and supporting with general office maintenance/repair is highly desired.

This is a 12 month FTC

Key Tasks: The main focus is to help Admin team with all general administrative tasks and ad hoc duties in order to ensure the smooth day-to-day running of the office.

Key Skills: MS office, Analysis of data, high communication, Interpersonal abilities, Resilience of stress, Numeracy.

 Main responsibilities:

 General administrative duties and Office Management (including but not limited to)

- Screening incoming calls - Sorting and distributing incoming mail. Managing outgoing mail. Logging incoming posts

- Deliveries and liaising with off-site consolidation centre. Requesting courier services - Visitors’ management incl. registering visitor log (QR codes) in the system, welcoming visitors

- Maintaining meeting room calendar and setting up meetings when required

- Registering, amending, and terminating access cards for staff

- Monitoring the stock levels and ordering stationery, office supplies and refreshment

- Preparing, Ordering, and distributing business cards

- Maintaining a well presented canteen area

- Filing, photo-copying, scanning and typing documents

- Maintaining and updating office databases incl. update office plan, Back-up Plan, Org. chart, Cabinets review etc.

- Off-site storage arrangement incl. liaising with the off-site storage vendors for ordering, collection, keeping the record updated

- Assisting with 3rd party contract reviews and renewals

- Assisting with insurance renewals and mid-term changes

- Management of staff vouchers/ gift cards etc.

- Events planning incl. Christmas party, Farewell arrangement, Leaving cards etc.

- Travel and hotel arrangements when required

 Health and Safety

- Assisting with H&S arrangements and keeping records up to date. Ensuring the office is compliant with Health and safety regulations. Regular checks of First Aid boxes etc.

- H&S staff trainings and maintaining training records

- Assist with arranging office maintenance and repair when required.

 Assist with accounts payable/receivable when required

- Receiving invoices from the service providers, checking amount and processing in internal system

- Recording monthly corporate cards expenditure

 HR administration

- Provide support to the HR operations and Managers on a variety of HR projects

- Assist in management of various HR operation processes

 Implementing new procedures and systems as and when required

 Supporting Managers, Senior Admin Officer or any other team member on matters that may arise.

 Providing cover to other team members during their absence

 Undertaking any Ad hoc Admin/HR assignments requested by the General Manager or Administration managers.