Head Office Administrator in London

Department

Head Office / Operations

Reports To

Operations Director / Operations Manager

Location

Head Office - London E14 9RP

Employment Type

• Full-time
• Role Purpose

The Head Office Administrator is responsible for providing effective administrative and operational support across the business, ensuring that the head office operates efficiently and that accurate records, documentation and communications are maintained.

Working within the security industry, the role requires a high level of organisation, confidentiality and attention to detail.

The postholder will support management, operations, security personnel and clients, while ensuring that company procedures, contractual requirements and relevant compliance obligations are consistently followed.

Key Responsibilities

• 1. General Office Administration
• Manage the day-to-day administration of the Head Office.
• Maintain accurate electronic and paper-based records.
• Prepare letters, reports, spreadsheets, presentations and other company documentation.
• Maintain filing systems and ensure documents can be easily retrieved.
• Organise meetings, prepare agendas and take minutes where required.
• Manage office supplies, equipment and general office requirements.
• Uniform orders via Suppliers and maintain records
• Assist senior management with administrative tasks and projects.
• Provide administrative support to the Operations Team and Contract Managers. This may require site visits.
• Ensure operational documentation is distributed to relevant personnel.
• 2. Employee and HR Administration
• Assist with the onboarding and induction of new employees.

Ensure employee records are maintained securely and confidentially.

• 3. Compliance and Security Industry Records
• Assist with internal audits and compliance checks.
• Ensure required documentation is available for client and management audits.
• Maintain records relating to company policies, procedures and operational standards.

Escalate compliance issues to the appropriate manager promptly.

• Support management in maintaining compliance with relevant legislation, contractual requirements and company procedures.
• 4. Client Administration
• Prepare client reports and administrative documentation.
• Assist with the preparation of monthly or periodic management reports.
• Record client complaints, queries and requests and ensure they are passed to the appropriate manager.
• Assist with client meetings, reviews and audits.
• 5. Finance and Payroll Support
• Assist with processing invoices and purchase orders where required.
• Maintain records of expenses and administrative expenditure.
• Support management with basic financial and operational reporting.
• 6. Communication
• Maintain professional communication with employees, clients, suppliers and management.
• Ensure important information is communicated to the relevant individuals promptly.
• Handle sensitive and confidential information appropriately.
• Deal professionally with difficult or challenging situations.
• Maintain a professional image of the company at all times.

Person Specification

Essential

• Previous experience in an administrative role, preferably within security, facilities management, logistics or a similar operational environment.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Good working knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Ability to maintain accurate records and manage multiple priorities.
• Ability to work independently and use initiative.
• Ability to work under pressure and meet deadlines.
• High level of confidentiality and professionalism.
• Experience dealing with staff, clients and external stakeholders.
• Strong problem-solving skills.
• Ability to handle sensitive employee and operational information appropriately.

Desirable

• Previous experience within the security industry.
• Knowledge of SIA licensing requirements.
• Knowledge of ISO, BS standards or other relevant security/facilities compliance frameworks.
• Experience preparing management information and KPI reports.
• Authority and Responsibility

The postholder will be expected to make routine administrative decisions within company procedures and delegated authority.

Any significant operational, employee, financial, contractual or compliance issue must be escalated to the appropriate manager.

Personal Attributes

The successful candidate will be

• Professional, approachable, reliable and trustworthy.
• Highly organised and Calm under pressure.
• Proactive and solutions-focused with attention to detail is a must.
• Discreet when dealing with confidential information.
• Flexible and willing to support different areas of the business.
• Additional Duties

This job specification is intended to provide an overview of the role and is not exhaustive.

The postholder may be required to undertake additional reasonable duties consistent with the level and purpose of the position.

The company reserves the right to amend duties and responsibilities in line with business requirements.