Administration Manager

Administration Manager – Bishops Stortford Salary : £28000-£34000 DOE Hours: Monday -Friday 8.45 am – 5.00pm The role: Administration Manager to oversee all day-to-day office operations and administrative support to ensure the office runs smoothly and efficiently. Will include procurement, facilities maintenance, and vendor management. The responsibilities will include coordinating with internal and external parties to provide general administrative support, handling the procurement of office services, equipment, and supplies, and maintaining Health and Safety. Reception Duties Meet and greet external visitors and sign them into company system Answer phone calls for Manufacturing site and other site in Bishops Stortford, direct appropriately or take messages Accept deliveries and distribute them accordingly in the office Contact person for all facility related issues / concerns / repairs for follow up and action * Facilities Management Arrange for regular maintenance of equipment and internal systems Operate and manage waste management processes and contracts Manage contracted housekeeping staff by coordinating with the agency Check rooms and furniture to identify needs for repairs and ensure minor malfunctions in office equipment are fixed by coordinating directly with relevant departments/vendors Keep meeting room and reception area stocked and tidy Maintain stock of office equipment & kitchen supplies Handle fob activations for entry into the office Maintain normal working of EV charging units and coordinate with vendor in case of any maintenance required Renewal of annual maintenance contracts and action service reports including PAT testing, plumbing Possible need to be available on-call after business hours and respond to emergency situations as necessary Procurement Ensure that consumables and sundry purchases are ordered and delivered on time. Generate and maintain the purchase orders and vendor contracts Follow up with suppliers on invoice discrepancies and non-conformances Conduct market research and compare costs and benefits when evaluating new vendors Health & Safety Ensure a safe, secure, and well-maintained facility that meets environmental, health, and security standards Conduct new employee inductions at the office Arrange relevant fire marshal and first aid training for onsite employees Conduct fire alarm roll calls Liaise with property management company on communal areas Provide internal H&S quarterly audit report Administrative Organize travel arrangements for overseas colleagues and customers to include visa applications Consolidate office expenses and invoices, authorize them and send them across for recharging accordingly Collate and provide monthly sales bullet report Provide weekly movement sheet and distribute to various locations Reconcile petty cash monthly and send the details to Finance Keep track of regular and ad-hoc facility expenses * Essential * Excellent English communication skills * Minimum 2-3 years of experience in a similar role * Strong knowledge of facilities management operations, purchasing, vendor negotiations, project management * Ability to use Microsoft Office * Effective communication (both verbal and written) at all levels