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- Tasks: Assist with daily admin tasks and support the Management Team in a dynamic office environment.
- Company: Join WJ Groundwater Limited, a company dedicated to quality and excellence in its operations.
- Benefits: Enjoy a temporary role with opportunities for skill development and potential networking.
- Why this job: Gain hands-on experience in a supportive culture while contributing to meaningful projects.
- Qualifications: No specific qualifications required; just bring your enthusiasm and willingness to learn!
- Other info: This is a 15-month contract role with various ad-hoc duties to keep things interesting.
The predicted salary is between 24000 - 36000 £ per year.
The post holder will assist the Management Team in day-to-day administrative work and general office duties. This will be a temporary, 15-month contract role.
Reports / Responsible to: Finance Manager (Line Manager)
Key areas of responsibility:
- Answer, screen and direct phone calls, taking detailed and accurate messages where necessary – Reception work
- Mail - Opening, sorting, date stamping and distributing incoming mail daily including emails contained in the “info” and “orders” inbox in a timely manner. Franking and posting mail
- Managing all deliveries and couriers, incoming and outgoing including couriers and deliveries, compiling shipping invoices for export when necessary and notifying staff of deliveries in a timely manner.
- Manage the Purchase Order System - Process purchase orders on portal and accounts system, import routines to Eque2, set up of new clients, projects, employees and approval limits etc.
- Front of house - Meeting and greeting clients/customers and advising staff of arrival, scheduling meeting room, organizing lunch and refreshments and cleaning meeting room after meetings, check and close windows at the end of the day and set the dishwasher on. Empty dishwasher in the morning.
- Weekly stationery inventories and supplies to ensure all stock is up to date, ordering more when necessary, research new deals and suppliers.
- Manage mobile phones for company. Maintain contact lists, keep mobile phone records up-to-date, ordering new phones when necessary, arrange for roaming and assisting on any queries, update all phone lists.
- Develop and maintain filing systems, making labels and folders including archiving and ad hoc filing, scanning, and copying. Updating asset register on HRIS.
- Booking flights, accommodation, travel arrangements including hire vehicles and updating staff movements spreadsheet, maintaining an accommodation spreadsheet along with costs.
- Scanning, faxing and photocopying in general and for finance team
- Managing the development and maintenance of the office facilities, equipment and consumables including security fobs for employees.
- Coordinating and arranging company events.
- Completing client questionnaires and credit applications for suppliers
- Publishing Exchange Rate monthly
- Vehicle Administration including Fuel Cards, Congestion/Dartford charge, incidents and accidents, service bookings and tax payments.
- Ad-hoc secretarial duties including events coordination
- Office cover during holidays/absences
The above is not exhaustive and you will be expected to undertake any other ad-hoc duties which may reasonably fall within the level of responsibility and competence. The board of WJ Groundwater Limited is committed to the implementation and certification of a Quality Management System to ISO 9001.
Contact Detail:
WJ UK Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Administrator
✨Tip Number 1
Familiarise yourself with common office software and tools that are essential for an Office Administrator role. Being proficient in programmes like Microsoft Office, especially Excel for managing purchase orders and inventories, will give you a significant edge.
✨Tip Number 2
Showcase your organisational skills by preparing examples of how you've managed multiple tasks or projects simultaneously in previous roles. This will demonstrate your ability to handle the diverse responsibilities outlined in the job description.
✨Tip Number 3
Network with current or former employees of StudySmarter or similar companies. They can provide insights into the company culture and expectations, which can help you tailor your approach during interviews.
✨Tip Number 4
Prepare to discuss your experience with customer service and communication, as these are key aspects of the role. Think of specific instances where you successfully managed client interactions or resolved issues, as this will highlight your suitability for the position.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative roles. Focus on skills like organisation, communication, and multitasking, which are crucial for an Office Administrator.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities mentioned in the job description. Explain how your previous experiences align with tasks such as managing mail, coordinating events, and maintaining filing systems.
Showcase Relevant Skills: In your application, emphasise skills that are particularly relevant to the role, such as proficiency in office software, experience with purchase order systems, and strong customer service abilities.
Proofread Your Application: Before submitting, carefully proofread your application for any spelling or grammatical errors. A polished application reflects attention to detail, which is essential for an Office Administrator.
How to prepare for a job interview at WJ UK
✨Know Your Responsibilities
Familiarise yourself with the key areas of responsibility listed in the job description. Be prepared to discuss how your previous experience aligns with tasks like managing mail, handling deliveries, and maintaining filing systems.
✨Demonstrate Organisational Skills
As an Office Administrator, strong organisational skills are crucial. Prepare examples of how you've successfully managed multiple tasks or projects simultaneously, showcasing your ability to prioritise effectively.
✨Showcase Communication Skills
Since the role involves answering calls and greeting clients, practice articulating your thoughts clearly. Be ready to discuss how you handle communication in a professional setting, especially when dealing with clients or team members.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving abilities. Think of situations where you had to manage unexpected challenges, such as last-minute changes in meeting arrangements or urgent requests from management.
