Job Description

Job Title: Administrative Support Specialist

Job Description: We are seeking a highly organised and proactive Administrative Support Specialist to provide comprehensive support to our company directors and ensure smooth office operations. The ideal candidate will be detail-oriented, possess excellent communication skills, and thrive in a fast-paced environment. As an Administrative Support Specialist, you will play a crucial role in managing office logistics, providing administrative assistance, and facilitating effective communication within the organisation.

Hours:

Tuesday 9am-1.30pm

Thursday 9am-1.30pm

Friday 9am-1.30pm

Responsibilities:

1. Administration Support for Company Directors: Assist company directors with scheduling meetings, managing calendars, and coordinating travel arrangements.
2. Office Consumables Management: Organise and maintain office supplies, including ordering, restocking, and managing inventory levels to ensure availability for daily operations.
3. Telephone Management: Handle incoming calls, direct inquiries to appropriate personnel, and ensure that telephone messages are relayed promptly.
4. Courier Coordination: Arrange and coordinate courier collections for outgoing packages and manage incoming courier deliveries efficiently.
5. Mail Handling: Sort and distribute incoming mail and packages, prepare outgoing mail for dispatch, and ensure timely processing of all correspondence.
6. General Office Duties: Perform various administrative tasks, such as filing documents, photocopying, scanning, and data entry, to support day-to-day office operations.
7. Meeting Support: Assist in the preparation of meeting materials, set up meeting rooms, and provide administrative support during meetings as needed.
8. Database Management: Maintain accurate records and databases, including contact lists, vendor information, and office equipment inventory.
9. Document Management: Organise and maintain electronic and hard copy filing systems to ensure easy retrieval of documents and information.
10. Office Maintenance: Liaise with building management and vendors to address facility maintenance issues and ensure a clean, safe, and organised working environment.

Qualifications:

• Previous experience in administrative support roles or office management preferred.
• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook).
• Ability to multitask and prioritise tasks effectively.
• Proactive attitude and willingness to take initiative.
• Ability to maintain confidentiality and exercise discretion.
• Familiarity with office equipment and basic troubleshooting skills.