This will provide a high quality administrative support service to the Hyder Environment team. Ensuring the smooth running of the office, including reception area and assisting the Office Facilities Co-ordinator with the day to day operations of the office.
Administration support for staff
Receive and distribute incoming mail, prepare outgoing mail each day, maintain postage stamp stock.
Book couriers and inform staff of deliveries.
Scanning, photocopying, binding, laminating, burning & labelling CD’s etc.
Secretarial and diary management duties for Business Director.
Daily update of staff planner/movements accurately and in a timely manner.
Responsible for purchase card payments using the ProMaster system, (training given). Ensuring request forms are fully completed, verify spend, coding accordingly.
Oversee the planning / booking of pool vehicles. Issue fuel vouchers, collect fuel receipts, oversee vehicle maintenance, MOTs, tax and servicing as required. Arrange for repairs after authorisation and liaise with the Procurement department on all aspects of Pool cars and reporting incident/accidents. Procurement department in Guildford having overall responsibility for fleet.
Welcome guests and visitors to the office in a professional and efficient manner. Instruct them on basic fire and emergency procedures and facilities locations. Oversee signing in and out of the Visitors Book. Announce arrival to host as appropriate. Provide refreshment and show them to appropriate room / desk.
Keep reception and visitor waiting area clean and tidy.
Answer OCS (telephone service) calls for Stroud, and occasionally overflow calls for the rest of the company, and forward or take messages to pass on as appropriate.
Oversee bookings for meeting rooms, set-up rooms as appropriate and arrange catering as required.
Ensure stationery stocks are maintained by checking stock, ordering replacements, receiving and checking deliveries.
General housekeeping such as maintaining/amending milk order, restocking and tidying kitchen.
Supporting OFC with general office facilities admin tasks.
Issue office keys to new staff and collect keys back from leavers. Maintain accurate records.
Maintaining in-house printers, re-stocking toners and calling engineers out when needed.
Checking first aid box stocks on a monthly basis, ordering replacement items and notifying OFC of any issues.
Report any cleaning, equipment failures, breakdowns and report health & safety or facilities issues that may arise to the OFC.
Update client contact database, as and when required
Updating Stroud contacts list
Report typing and formatting, in preparation for Technical staff to check and amend.
Distribute salary slips to staff.
Sending emails on the behalf of ecologists or checking emails for them whilst out on site.
Additional duties as and when they occur to support OFC and UK HF&P
Experience of running a reception alongside general office duties to a very high standard.
Previous experience within a professional environment, having achieved a good standard of education.
Excellent communicator with a clear, calm and pleasant telephone manner.
Excellent computer skills with strong knowledge of Word, Excel & Outlook are required for this role. PowerPoint desirable.