Title: Office Administrator
Office Location: 88 Leadenhall Street, London, EC3A 3BP
Reports to: Executive Assistant
Working hours: 9am – 5.30pm Monday to Friday in office standard working hours
Summary
We owe our success to our people and processes.
An office administrator is the supportive force behind both.
We’re seeking someone exceptional to take the helm. The ideal person for the job will be a problem solver with excellent communication skills and impeccable attention to detail. Our ideal candidate will have previous experience working in an office environment, performing administrative tasks, and providing support to co-workers. The ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position. This role requires a full-time, on-site presence five days a week.
Objectives of this role
- Provide support to Executive Assistant and Head of Operations
- Ensure smooth day-to-day operation of the office by being able to handle multiple demands at the same time
- Be attentive to the needs of the office and provide proactive assistance (e.g., provide information, answer questions, and respond to requests)
- Be a key support in achieving organisational goals
- Taking inventory and ordering office supplies as needed
- Analysing all operations and forwarding suggestions for improvement to Executive Assistant
Daily and monthly responsibilities
- Act as the first point of contact for guests, employees, candidates, and clients
- Perform general administrative tasks, including answering and directing phone calls, email correspondence, managing shared inbox, filing, mailings and deliveries, coordinating visitors, taking the lead for our newsletter and potentially social calendar communications
- Keep the office clean, stocked, and organised throughout the kitchen, meeting rooms, and communal areas
- Resolve office-related malfunctions and respond to requests or issues
- Assist with planning events, meetings, meeting logistics, office communication or projects
- Assist with travel and expense reports
- Assist in managing order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
- Maintain filing system, contact database, employee list, and inventories
- Administration of lockers, headsets and ensure clear desk policy & correct desk set-up
- Assist with preparation of the onboarding pack for new joiners, new joiners training and admin-related tasks
- Ad hoc support if/when needed
The ideal candidate will have and show the following:
- Be punctual
- Be highly responsible and reliable
- Be highly efficient and show own initiative to find quick resolutions to tasks provided
- Be very organised and tidy to manage best and file relevant documents
- Have previous relevant administration experience
- Be polished and professional with excellent communication skills (both written & oral)
- Have proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); Outlook and be able to schedule appointments/update calendars
- Have some experience and/ or at least be willing and show initiative to take instructions and learn how to process
- Some flexibility with working times, as depending on office requirements, some adjustments may need to be made from time to time
- Be able to start right away or shortly thereafter
This job description is not exhaustive. It merely acts as a guide and may be amended to meet the Company’s changing requirements.
One Ayming – We’re in it together!
At Ayming, we believe that when our people feel valued and rewarded, their potential is limitless. We offer highly competitive remuneration packages to ensure that our pay always reflects performance and the market positively.
We offer
- 💷 Competitive salary
- 🎊 Vibrant, purposeful, and social environment with a nominated social team to arrange regular socials and activities.
- 🏢 Being a part of a great team of over 70 Aymers in our London office.
- 🌱Extensive career development, progression, and training – Continuous development and support for your professional qualifications, personal goals, and aspirations so we can grow together.
- 👩🏽🎓 Career Coaching – Better never stops. Sharing our time to make the best use of yours.
- 🌍International mobility.
That’s not all – we also offer more employee perks
- 🗓25 Days Holiday per annum with the option to buy an additional five days – a time to step back, relax, and focus on the things that are important to you.
- 🎉 An extra day off for your birthday.
- 💷 5% Company Pension matched contribution – Looking after your future when it’s time to step back and relax.
- 💛 Immediate membership to Healthshield, a ‘well-being’ medical health scheme.
- 🏥Day one access to Help@hand, an app-based service providing remote GP services and enhanced health support.
- 💻Company Laptop & iPhone.
- 🏥 Private Health Cover
- 💷 x4 Basic Salary Death in Service Benefit.
- 🚲Cycle to Work scheme
- 🏋🏽♂️ 25% off Gym memberships, Leisure centres, Bootcamps or Yoga studios.
- 🛒Access to our Employee Benefits Platform (Sodexo) – multiple discounts across Highstreet stores, Grocery Shopping, Travel and Leisure activities.
- 🌞 Summer Fridays – Log off early on Fridays during the summer months to kick off your weekends a little earlier.
What to expect
Here at Ayming, we value drive, determination, teamwork, and a desire to learn. We believe you get the best of both worlds – with the credentials of a top-tier consulting firm and a boutique specialist’s entrepreneurial spirit and culture.
You’re not going to be a small cog in a big machine here – you’ll be a part of a supportive team where your contribution matters.
We’re excited and proud to announce that we are a Great Place to Work Certified™ employer.
#LI-DIGNA