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- Tasks: Support the Management Team with daily admin tasks and office duties.
- Company: Join WJ Groundwater Limited, a company dedicated to quality management and excellence.
- Benefits: Enjoy a temporary role with opportunities for skill development and networking.
- Why this job: Gain hands-on experience in a dynamic environment while contributing to team success.
- Qualifications: No specific qualifications required; just bring your enthusiasm and willingness to learn!
- Other info: This is a 15-month contract role with potential for future opportunities.
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.
Office Administrator employer: WJ UK
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 systems 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 the Office Administrator position.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities mentioned in the job description. Use examples from your past experiences to demonstrate how you can handle tasks like managing mail, coordinating events, and maintaining filing systems.
Highlight Relevant Skills: In your application, emphasise skills such as proficiency in office software, attention to detail, and ability to manage multiple tasks. Mention any experience with purchase order systems or event coordination, as these are key aspects of the role.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for an Office Administrator.
How to prepare for a job interview at WJ UK
✨Know the Role Inside Out
Familiarise yourself with the job description and responsibilities. Understand the key tasks such as managing phone calls, handling mail, and coordinating events. This will help you demonstrate your knowledge and show that you're genuinely interested in the position.
✨Showcase Your Organisational Skills
As an Office Administrator, organisation is key. Prepare examples of how you've successfully managed multiple tasks or projects in the past. Highlight your ability to maintain filing systems, manage inventories, and coordinate schedules effectively.
✨Demonstrate Communication Skills
Since the role involves a lot of interaction with clients and staff, be ready to showcase your communication skills. Practice clear and concise responses, and think of examples where you've effectively communicated in a professional setting.
✨Prepare for Scenario-Based Questions
Expect questions that assess how you would handle specific situations, such as dealing with a difficult client or managing conflicting priorities. Think through potential scenarios related to the job and prepare your responses to demonstrate your problem-solving abilities.
