We are looking for an Office Administrator to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office administrator duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front Office Administrator would be an advantage. A successful Office Administrator should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Responsibilities
Office Management
- Monitoring office supplies inventories and ordering office consumables.
- Ensure the smooth running of the office and general facilities requests
- Organizing office needs for an ongoing and expanding business: space/facilities, new joiner packs and arrangements etc.
- Purchasing office supplies and equipment and maintaining proper stock level
Relationship Management
- Communicating with key suppliers, customers, both UK and globally, to schedule meetings and trips in conjunction as and when required.
- Interaction with potential customers of the Firm meeting schedules, printing marketing packs/materials, greeting in reception and escorting professionally
Organizing Events
- Events include team events and client entertainment. Researching options, budgeting, gaining approval.
Other administrative duties - Processing expenses and invoices (adhoc) whilst adhering to Employer’s policies.
- Meeting and catering bookings, including conference calls and video conferences.
- Couriering documents and Mail distribution.
- Holiday and absence monitoring using tracking spreadsheet for management review.
- Archiving documents.
Requirements
- Proven experience of 5 years as an Office Manager, Front Office Manager or Administrative Assistant
- Knowledge of Office Administrator responsibilities, systems and procedures
- Excellent interpersonal and communication skills (English and German), both written amp; verbal. Swiss German would be a plus
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Hands on experience with office machines (e.g. fax machines and printers)
- Familiarity with email scheduling tools, like Email Scheduler and Boomerang
- Excellent time management skills and ability to multi-task and prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
- High School degree: additional qualification as an Administrative assistant or Secretary will be a plus
Benefits
- Multi-cultural international team of highly motivated colleagues
- Modern working environment and equipment
- At Arrow Resources, we value our people, so on top of a competitive salary, bonus and excellent benefits you will be supported with your own career development, have access to an extensive range of Learning amp; Development courses, and some incredible internal mobility opportunities.