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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 and excellence.
- Benefits: Enjoy a temporary role with opportunities for growth and skill development.
- Why this job: Gain hands-on experience in a dynamic environment while making valuable connections.
- 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 the specific administrative tools and software mentioned in the job description, such as Eque2. Having a solid understanding of these systems will demonstrate your readiness to hit the ground running.
✨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 highlight your ability to handle the diverse responsibilities outlined in the job.
✨Tip Number 3
Research our company culture and values at StudySmarter. Tailoring your approach to align with our ethos can make a significant difference during any informal discussions or interviews.
✨Tip Number 4
Network with current or former employees if possible. They can provide insights into the role and the team dynamics, which can be invaluable when preparing for your application and potential interview.
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 Compelling 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, handling deliveries, and coordinating events.
Showcase Your Attention to Detail: In your application, provide examples of how you've successfully managed detailed tasks in the past, such as maintaining filing systems or processing purchase orders. This will demonstrate your ability to handle the responsibilities of the role.
Highlight Your Communication Skills: Since the role involves answering calls and greeting clients, emphasise your strong communication skills. Mention any experience you have in customer service or front-of-house roles to strengthen your application.
How to prepare for a job interview at WJ UK
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of an Office Administrator. Familiarise yourself with tasks like managing phone calls, sorting mail, and handling purchase orders. This will help you demonstrate your knowledge and show that you're prepared for the role.
✨Showcase Your Organisational Skills
During the interview, highlight your ability to manage multiple tasks efficiently. Discuss any previous experiences where you successfully organised events or maintained filing systems. This will reassure the interviewers that you can handle the diverse responsibilities of the position.
✨Prepare for Scenario Questions
Expect questions that ask how you would handle specific situations, such as dealing with a difficult client or managing conflicting priorities. Practising your responses to these scenarios will help you feel more confident and articulate during the interview.
✨Ask Insightful Questions
At the end of the interview, be ready to ask questions about the company culture, team dynamics, or specific tools they use for administrative tasks. This shows your genuine interest in the role and helps you determine if it's the right fit for you.
