Administrative Specialist (P/T - 20hrs/week)

Tungsten Automation; City Of London; On-site; GBP 20,000 - 30,000; Part time

Job summary

A technology company is seeking a part-time Office Coordinator in London to manage office functions, serve as the first point of contact for visitors, provide travel arrangements, and ensure smooth operations. Responsibilities include welcoming clients, managing post, booking travel arrangements, ordering supplies, and liaising with facility management. This role requires strong organizational skills and a proactive attitude to support various departments effectively.

Qualifications

• Strong communication skills for welcoming visitors.
• Experience in making travel arrangements.
• Ability to manage office supplies and coordinate events.
• Knowledge of facility management and health and safety regulations.

Responsibilities

• Serve as the first point of contact for incoming calls and visitors.
• Book travel arrangements for staff and manage itineraries.
• Ensure smooth office operations and arrange meetings.
• Liaise with facility managers for office maintenance and health safety.

Skills

Client greeting

Travel arrangement booking

Office supply management

Facility management

Job description

To provide local support for multiple Tungsten Automation Corporation functions and departments, often the first point of contact for external visitors/callers to Tungsten Automation Corporation and ultimately to ensure the smooth running of the office. This role will be based from our London office in Pountney Hill House, EC4R on a part time Monday - Thursday 9am - 2pm basis.

Key Responsibilities

Reception

• To be the first point of contact for:
  • all incoming calls/faxes and redirect calls to the relevant department or person, or take messages.
  • for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offering and arranging catering, liaising with couriers, etc.
• To manage the company posts, including:
  • ensuring that all post is collected daily and on time.
  • ensuring that special/recorded delivery items are sent correctly.
  • distributing incoming posts to relevant members of staff each morning.
  • preparing and franking outgoing mail.
  • procure postal and courier services as and when required.

Travel Desk

• Book travel arrangements including flights, train tickets, hotels, rental cars, etc. for local and international Tungsten Automation Corporation staff.
• Coordinate multi-day itineraries and travel arrangements for international staff, liaise with their department, and act as the first point for the visitor.
• Book travel arrangements for clients and candidates (interview for Tungsten Automation Corporation).

Office Administration

• To ensure the smooth running of the office.
• Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
  • Liaise with IT on ad hoc issues and day-to-day requests of colleagues.
  • Update email groups, and provide office-related communications (e.g. parking, changes in the office, etc.).
• To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meetings & training organizations (PS, Demos, ...).
• Organise and coordinate internal events, like quarterly events and trainings.
• Organise and scan travel expenses for VP/Director level managers plus support/guide Field Sales on request.

Facility / Site Management

• Liaise with the facility manager, e.g. regarding office lease paperwork, rental of parking spaces, etc.
• Maintain lists for office keys, sim cards, parking cards, etc.
• To be responsible for facilities management including the organisation/supervision of office maintenance, repair work, and cleaning contractors.
• To be responsible for health and safety for the office, and fire evacuation procedures.

Finance

• Scanning local invoices, obtaining approval and sending them to SSC.
• Archiving of invoices and expense reports.
• AR collection support on case to case basis.
• Support the Finance team for all overdue invoices and credit issues.
• Ensure communication between Finance, Business Processing, and Deal Desk to ensure backlog invoices are paid or identify issues with customers.

Sales Administration / Legal

• Support Inside Sales / Deal Desk with contract archiving (e.g. when physical copies need to stay in the country) & ensure contracts are countersigned and copies sent to the customer and stored in the Contracts repository, depending on country organisation.
• PSO: liaise with Deal Desk and PS Director to obtain signed contracts.
• Work with Sales, Inside Sales & Deal Desk to support efficient Quote to Cash process (e.g. Deal packs are completed, including DSF and Sales Order Forms during busy periods).
• Support required levels of communication with other internal members of Tungsten Automation Corporation to ensure orders are booked through to invoicing.
• Work with deal desk on new processes implemented to develop expertise.

Marketing

• Support Marketing, e.g. registration desk at client event, if requested.

Human Resources

• Processing of VISA for new employees, renewal for existing employees, cancellation for the ones who leave the Company, VISA for guests, etc. (These tasks can’t be done remotely), depending on country.
• Onboard Process for New Employees: Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, and Stationery, together with HR.