Travel and Office Administrator

Reference:
15642
Markets:
Division:
Salary:
Per Annum

Job description

Job Summary

To provide a wide range of administrative and office support activities in order to ensure effective and efficient operations. To provide office services by implementing administrative systems, procedures and policies and monitoring administrative projects whilst reporting in to the General Manager (UK).

Travel Service

  • Provide and maintain an extensive travel service for the Milton Keynes office, including but not limited to, arranging and booking accommodation and transportation, ‘meet and greet’ and other logistical requirements. Processing refunds and cancellations.
  • To aim for a 24-hour turnaround from travel request submission to confirmation
  • Finding the most cost-effective options and ways to improve the service
  • Take responsibility for problem solving in a professional and diplomatic manner to maintain customer service levels.
  • Maintain excellent relationships and contracts with corporate travel suppliers

Admin

  • All Reception duties, including answering and directing calls from the switchboard, greeting and assisting guests
  • Managing correspondence and opening and distributing the post via Share Point
  • Maintaining filing systems and archiving expired documents
  • Provide administrative and secretarial support to the Senior Management Team in the absence of the Administration Assistant and PA to Directors
  • Scheduling appointments, assisting with meeting catering requirements on behalf of the Management Teams
  • Arrange couriers
  • Be the first point of contact for the office and facilities requirements
  • Using information, email and diary systems
  • Using office equipment such as printers, photocopiers and binders
  • Event administration support to include stock taking and distribution of collateral and merchandise. Some on-site event support.

Secondary Responsibilities

Finance

  • Assist the Accounts team with the distribution of invoices and statements
  • Raise purchase order requests on Exchequer
  • Stationary and office sundries order
  • Reconcile credit card statements

Health & safety and other

  • Assist the UK General Manager with policies and procedures with regards to Health and Safety
  • Perform other related duties as and when required

Knowledge, Skills, Abilities

  • Able to maintain confidentiality at all times
  • Full working knowledge of Microsoft Office including Share Point
  • Good understanding of budget management and cost containment and ability to determine best value
  • Problem solving and decision making, with ability to use initiative and ensure that any given task is concluded, for example pricing
  • Ability to plan work and balance conflicting priorities in order to meet deadlines
  • Excellent written and communication skills with the ability to negotiate effectively and liaise appropriately with customers, suppliers, visitors and colleagues at all levels
  • Good attention to detail and maintains a high level of accuracy
  • Highly organised with the ability to multi task
  • First class customer service
  • Excellent time management
  • A team player with the ability to influence and build relationships at all levels

Education and Experience

  • The ideal candidate will have previous experience of working within an office-based environment in an Administrative Assistant/ Receptionist role
  • GCSE (A-C) or equivalent in English and Math’s
  • NVQ Diplomas in Business and Administration or Tourism Management is desired

Personal Attributes

  • Self-motivated with the ability to work on initiative with limited supervision
  • Have a flexible working approach
  • Honest and trustworthy
  • Ability to demonstrate a sound work ethic and enthusiasm to succeed
  • Personable phone manner
  • Excellent attention to detail
  • Ability to cope under time pressure
  • Extremely presentable

Thank you for your interest in this position. It is with regret that we are unable to respond personally to each individual application due to the high volume of CVs we receive on a daily basis. However, your CV and application for this role will be reviewed by one of our qualified consultants within the next 48 hours. If you do not hear from us within this time period, you have unfortunately been unsuccessful on this occasion.

We hope you will apply for future roles that we advertise regularly on this website. However, to keep up to date with all our recruitment activity, please follow us on Twitter, like us on Facebook and check out our vacancy page on our website.

Smart Moves Recruitment is an Equal Opportunities Employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.

 

 

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Smart Moves
51 Clarendon Road,
Radius House First Floor,
Watford, Hertfordshire,
WD17 1HP

Tel: 01908 308788
Fax: 01908 308780
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