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Administrator/Office Supervisor

  • Location: London
  • Job type: Permanent
  • Sector: Office Manager / Supervisor
  • Date posted: 09/01/2018
  • Job reference: VR/43426
This vacancy has now expired.
We are currently recruiting on behalf of our Central London based Oil & Gas Client, for a Senior Administrator to join their team on a Permanent basis.

Job Summary:
- Performs a variety of secretarial and administrative duties, which may include typing of correspondence, opening & sorting mail, sending faxes and filing, setting up meetings and booking travel. Has responsibility for complex and confidential secretarial and administrative assignments.
- Has advanced computer and process skills with a detailed understanding of the operation of the organization.
- Provides support to a Senior Executive Assistant (EA) as required.

Essential Responsibilities and Duties:
- Handle complex and confidential secretarial and administrative assignments.
- Proactively manage key team members calendars ensuring all practical arrangements are in place (such as meeting rooms, VC, catering, external visitors registered with Reception).
- Produce documents / presentations as required.
- When team members are unavailable, act as first point of contact for requests and queries.
- Take appropriate action/speak to the relevant people and follow up to ensure that requests are actioned satisfactorily whilst maintaining the appropriate level of confidentiality.
- Distribute incoming mail, screen telephone calls and type and proof correspondence.
- Set up and maintains department records and files (e.g. loadchart for holidays).
- Organise travel for key team members: managing agendas, flights, transfers and hotel booking. Suggest most appropriate fares available, according to the travel policy.
- Process expenses for key team members in a timely manner.
- Keep department managers and supervisors informed about all meetings, appointments, due dates of reports and other time-oriented requirements.
- Ensure timely and accurate issue of PO and control the process in 1-Click. If any issue follow up with relevant parties to ensure suppliers are paid on time.
- Assist with the organisation of team meetings and other ad hoc team/company events or projects / tasks.
- Co-ordinate holidays / time off with the Senior EA.
- Communicate at all time with the Senior EA / Line Manager if any issues / concerns.
- Forge good working relations with other Administrative staff across offices / locations.
- Successfully complete required safety training (including but not limited to drugs and alcohol, electrical, emergency response, fire, first aid, health and hygiene, PPE, SIPP, risk reporting, IT security, hazardous materials, driving)
- Occasional travel may be required:
- Employees may be assigned other duties in addition to or in lieu of those described above, and any duties are subject to change at any time according to the needs of the company.

Previous Experience and Competencies:

- Education: Minimum high school or equivalency, Certificate or diploma is preferred.
- Experience: 3+ years in similar job function
- Highly computer literate
- Strong administrative skills.
- Demonstrate professionalism and a high degree of confidentiality.
- Strong problem solving skills; proactive and take initiative.
- Ability to be very flexible and to re-prioritize near-term assignments.
- Exceptional organizational skills.
- Excellent communication and interpersonal skills.
- Able to establish and build partnerships at senior management level.
- Able to handle multiple assignments while showing diplomacy and efficiency.
- Ability to act quickly to last minute requests and changes.
- Able to work autonomously.