Administrator, Operations

Itchyfeet Recruitment Agency; Isle of Man; On-site; GBP 18,000 - 27,000; Full time

Job summary

Itchyfeet Recruitment Agency is seeking an Administrator to join the Operations team in a full-time role, covering reception, compliance, and legal administration to keep daily operations running smoothly.

You will manage the switchboard and diary, handle post and couriers, perform compliance checks, and assist with filing and archiving while supporting the team with ad hoc projects.

Qualifications

• At least 1 year in an administrative role.
• Excellent customer service and client-focused.
• Accurate with strong attention to detail.
• Proficient with Microsoft Office.

Responsibilities

• Cover reception duties, switchboard, diary management.
• Manage post, couriers, and office supplies.
• Conduct conflict and background checks using software.
• Assist with file opening, sanctions notices, and archiving.
• Support ad hoc projects for the team.

Skills

Customer service

Attention to detail

Time management

Team player

Ability to work under pressure

Tools

Microsoft Office

Microsoft Teams

Job description

Our client is seeking an Administrator to join their Operations team. This is a full-time position that supports various functions across the organisation. The role encompasses essential duties related to reception, compliance, and legal administration, ensuring smooth daily operations within the department.The primary focus of this role involves covering reception duties, managing office supplies, performing compliance checks, and assisting with legal documentation and administration. You will be instrumental in contributing to a professional and organised work environment.

JOB DUTIES:

• Cover reception duties by managing the switchboard, answering calls, monitoring meeting room usage via Microsoft Teams, arranging refreshments and partner lunches, and maintaining an up-to-date Outlook diary.
• Ensure the reception area and meeting rooms are kept clean and presentable to uphold the professional ethos of the organisation.
• Unlock the main entrance when required and secure the reception area at the close of business as necessary.
• Allocate and monitor the distribution of security fobs for employees.
• Maintain and order office equipment, stationery, and refreshments, including coffee pods, milk, and fruit deliveries.
• Coordinate the inward and outward post and courier parcels, handling any related queries.
• Conduct conflict checks and background checks using appropriate software, collaborating with fee earners across the Crown Dependencies.
• Assist with file opening and finance queries, as well as filing sanction notices.
• Undertake company, property, and court searches as required, including local document deliveries.
• Manage archiving and document organisation by monitoring, destroying, and reviewing files, logging actions in Excel as needed.
• Arrange for the destruction of files that have reached their retention date in compliance with company policy, including scheduling shredding bin removals.
• Assist with various ad hoc projects as required by the team.

JOB REQUIREMENTS:

• A minimum of one year’s experience in a similar administrative role is essential.
• Excellent customer service skills with a strong focus on client satisfaction.
• Demonstrated accuracy and attention to detail in all administrative tasks.
• Proficiency in the Microsoft Office Suite, enabling effective management of daily responsibilities.
• Ability to work efficiently under pressure and adhere to tight deadlines.
• Strong time management skills to ensure prioritisation of tasks.
• A collaborative team player who contributes positively to the team dynamic.

WHAT YOU’LL LOVE:

In this role, you will enjoy a diverse set of responsibilities that allow you to engage with various areas of the organisation. Working within a supportive team environment, you will gain valuable experience across administrative functions while contributing to the overall success of operations. This position also provides opportunities for professional growth and development in a dynamic setting.