Administrator

Overview:

We have a fantastic part-time opportunity to work with a provider of fully managed, hot desking, office, and meeting space in the local area. Their centres serve as a physical presence for client's companies, offering a professional environment for entrepreneurs, working parents and employees. As an Part Time Administrator, you will play a vital role in ensuring the smooth operation of the centre. Working between 16/20 hours per week, your responsibilities will include managing office bookings, handling client enquiries, and performing administrative tasks as well as assisting in the hosting of events. The nature of the business means that hours will be as required, and the successful candidate will need a level of flexibility.

Office Management:

• Create a welcoming atmosphere for visitors and clients by greeting them professionally and aiding as needed.
• Ensure meeting rooms, common areas, and other facilities are clean, organised, and properly maintained.
• Monitor office supplies and place orders when necessary, ensuring an adequate stock is maintained.
• Ensure that kitchen and toilets facilities are kept clean.

Reception Duties:

• Answer phone calls, emails, and other forms of communication promptly and professionally.
• Direct enquiries to the appropriate person or department, ensuring efficient resolution of client concerns.
• Provide information to clients and visitors about office services, facilities, and rental options.
• Handle incoming and outgoing mail, packages, and deliveries, ensuring proper distribution.
• Assist with evening bookings where necessary, greeting clients and offering refreshments where required.

Office Bookings:

• Manage the booking process for office space rentals, meeting rooms, and other facilities.
• Maintain an up-to-date calendar of bookings and ensure all reservations are accurately recorded.

• Coordinate with clients to confirm booking details, including room setup requirements, catering, and other additional services.
• Ensure timely invoicing and follow-up on outstanding payments related to office bookings.

Client Administration:

• Assist with general client administrative tasks such as data entry, document preparation, and record keeping.
• Maintain and update client information in the database, ensuring accuracy and confidentiality.
• Prepare and distribute reports and other documentation as required.
• Support the management team with special projects and ad hoc administrative duties.

Opening and Closing Duties:

• Open the premises when required.
• Secure the premises at the end of the day by ensuring all doors and windows are locked, alarms are activated, and lights are turned off.
• Conduct routine security checks to ensure the safety and integrity of the facility.
• Assist with ensuring compliance with health and safety regulations within the office.

If you would like to join this dynamic team and contribute to the success of the business centre by providing exceptional reception and administrative support, please apply.

We value diversity and always appoint on merit.