Service Administrator

Job Title: Office Manager

Location: Chiswick

Salary: £15.38 per hour

3 – month contract – with the ability to go permanent

Are you an organized, detail-oriented individual with a knack for efficient administrative support and a passion for managing office procedures? We are seeking a dynamic Office Manager to join our team and take charge of day-to-day operations while providing vital administrative support to our project teams and managers.

Responsibilities:

Project Support:

• Work closely with project managers and teams to ensure smooth project operations, maintaining meticulous records, and ensuring compliance with quality procedures and guidelines.
• Coordinate project initiation meetings, compile meeting minutes, generate project reports, and manage diverse project tasks.
• Oversee planning activities, including material orders, delivery coordination, and recording.
• Facilitate meetings for contractors and internal teams while managing meeting minutes (MOM).
• Ensure adherence to deadlines and project specifications, proactively addressing challenges.
• Support team members by updating project information in our company repository.
• Maintain project information in the library/repository to uphold quality assurance standards.
• Conduct audits, reviews, and health assessments to ensure project lifecycle compliance with quality procedures.

Health, Safety, Environmental & Quality (HSEQ) Support:

• Develop and maintain the annual internal audit schedule, actively participating in and coordinating internal audits.
• Monitor and report on Health and Safety, Environmental processes, and corporate standards compliance.
• Collaborate with quality managers and compliance consultants to sustain ISO certification standards.
• Manage non-conformances from audits, update improvement plans, and track progress.
• Handle interactions with the ISO certification body, oversee surveillance audits, and manage staff training matrices.
• Maintain equipment inspection and calibration registers, along with fire equipment documentation.

Administration:

• Manage day-to-day office administrative tasks, reception duties, and ensure the smooth functioning of our office.
• Act as the primary liaison for inquiries in our London office, engaging with clients, suppliers, and providing necessary reports.
• Provide effective administrative support to management, including purchase orders, invoicing, and meeting coordination.
• Maintain accurate employee status records, timesheets, and handle holiday requests efficiently.
• Uphold health and safety procedures, fostering a safe work environment within the office.
• Attend management review meetings, capturing and distributing accurate meeting minutes.
• Oversee the company mailbox, assist in drafting correspondence, and handle document management.
• Assist in drafting documents, maintaining templates, and facilitating new employee induction.
• Organize engaging social events for our London office.

Sales Support:

• Support directors in completing project prequalification documents.
• Ensure availability and currency of all necessary accreditation documents.

Requirements:

• Proven experience in office management, administration, or related fields.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Proficiency in managing projects, coordinating meetings, and handling documentation.
• Familiarity with HSEQ compliance, ISO standards, and audit processes is advantageous.
• Excellent communication, interpersonal, and problem-solving skills.
• Ability to work autonomously and within a team, ensuring efficient office operations.

Join us in a dynamic environment where your organizational skills, attention to detail, and administrative expertise will play a pivotal role in our success!

If you’re ready to take on this challenging yet rewarding role, apply now with your resume and a cover letter highlighting your relevant experience!