Office Administrator

Primary Purpose / Overview

The position’s primary focus is to ensure provision of efficient, friendly and professional service to Blakemere staff and office visitors, as well as ensuring the smooth operation of the office and provision of office supplies and staff amenities.

Position offered on part time basis, for 3 days per week.

General Accountabilities and Responsibilities

• Office administration – provide efficient, friendly, and professional service to Blakemere personnel and visitors as well as insuring the smooth operation of the business. 
• HSEQ/HR – provide support to the HSEQ/HR manager in ongoing maintenance of the ISO certification requirements and in preparation for audits. Assist with project related qualifications/training/certification and travel.
• Accounts – support basic accounting duties.
• Payroll – maintenance of attendance reports in conjunction with time records.
• Social – planning and organisation of internal and external social events.

Specific Accountabilities and Responsibilities per Department

Accountabilities and responsibilities per department are provided in more detail below. The requirements of the business may change and develop over time, and these specifics may similarly be altered or refined to suit these requirements.

Office Administration

• Answer main phoneline, redirect calls and take messages as required.
• Reception attendance and redirection for internal and external customers.
• Provide PA support to Managing Director and senior management as required.
• Manage the requisition and maintenance of office equipment, supplies, and staff provisions.
• Conduct visitor inductions, when required.
• Maintain and manage all external administrative service contracts.
• Assist with IT support in conjunction with external IT vendors.
• Tracking of Company owned mobile office devices and hardware, e.g. laptops and mobile phones.
• Assist with organising and coordinating company participation at exhibitions, conferences and external functions.
• Organise and maintain company branding, printed materials and promotional items.
• Ensuring meeting rooms, kitchens and kitchen appliances are maintained in a clean and tidy state.
• Maintenance of archiving system and register.
• Taking of, and following up on, management meeting minutes and action tracker.
• General filing duties.
• Oversee the waste management system for the office (recycling, etc).
• Any other delegated responsibilities as instructed by Line Management in a safe and efficient manner to meet business requirements.
• Support Rental Asset Manager and Workshop manager with updates to relevant management systems, such as Asset Panda and Skytrust.

HSEQ & HR

• Manage the movements of staff and contractors to and from off-site and offshore work scopes including travel arrangements, visas, assist with emergency response.
• Administer company PPE requirements and uniforms. 
• Manage and maintain PPE tracker.
• Support HR/HSEQ manager with ISO certification record keeping.
• Support HR/HSEQ manager in preparation for audits.
• Support HR/HSEQ manager in arranging training and certification.
• Support management team in creating and updating BMS documents/templates.
• Support HR/HSEQ manager in arranging necessary training for personnel.

Accounts

• Print supplier invoices and match to delivery dockets.

Payroll

• Monitor staff movements and maintain exception report.
• Reconcile exception report against leave requests.

Social

• Plan and promote staff social events and activities (end of year function, for example).
• Organise logistics / travel arrangements to and from social events.

Performance

Personal Attributes

• As the first point of contact for Blakemere’s visitors, a friendly, helpful and welcoming attitude shall be maintained at all times.
• Demonstrate a personal commitment to Quality, Health, Safety and the Environment.
• Apply Blakemere’s and, where appropriate, client’s Quality, Health, Safety & Environment Policies and Safety Management Systems.
• Promote a culture of continuous improvement, and lead by example to ensure company goals are achieved and exceeded.

Minimum Requirements

Qualifications

• Qualifications in secretarial studies will be an advantage and is preferred.
• High school diploma, BSc/BA in office administration or relevant field is preferred.

Work Experience

• Proven experience as an Office Administrator, office assistant or relevant role.
• Outstanding communication and interpersonal abilities.
• Excellent organisational and leadership skills.
• Familiarity with office management procedures and basic accounting principles.

Technical Skills and Knowledge

• Working knowledge of MS Office required.
• Awareness or working knowledge of ERP software is preferred.