Office Supervisor

Pell Frischmann; London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading engineering consultancy in London seeks an experienced Office Coordinator. You will manage office processes, coordinate meetings, and maintain office supplies, while building positive relationships with visitors and vendors. The ideal candidate has strong communication skills, attention to detail, and prior office coordination experience. This position is 100% office-based and requires proficiency in Microsoft Office.

Qualifications

• Previous experience of office coordination and supervision.
• Strong attention to detail and ability to work without supervision.

Responsibilities

• Maintain Cloudbooking system and ensure accurate statistical analysis.
• Manage incoming and outgoing correspondence and record data.
• Coordinate internal and external meetings and events.
• Assist all office visitors and maintain stock levels.
• Liaise with Building Management Teams for maintenance.
• Prepare key documents and ensure compliance with protocols.

Skills

Attention to detail

Communication

Customer service

Microsoft Office proficiency

Time management

Organizational skills

Confidentiality

Multi-tasking

Education

HNC or BTech, or above

Job description

Main Purpose of the Job

As the main point of contact for the London office (55 Baker St), this is an integral role supporting the Office Directors. You will be responsible for the efficient and effective management of general office processes and procedures. It is essential that you maintain a positive company image, acting as the first point of contact to employees, visitors, clients, and vendors. As well as local office duties, you may have responsibility for centralised business support procedures.

This role is to be 100% office based and does not offer weekly hybrid working opportunities.

Main Duties And Responsibilities -

• Maintain Cloudbooking system and actively encouraging good practices to preserve accurate statistical analysis
• Manage incoming and outgoing correspondence received by email/post and record data on special deliveries
• Coordinate internal and external meetings and assist with planning and arranging events, including organising catering when requested
• Meet and assist all office visitors
• Maintain adequate levels of stock and order office supplies as needed
• Local Health & Safety Co-ordinator – all activities monitored by the Company H&S Coordinator
• Liaising and building strong relationships with the local Building Management Teams and Cleaning Contractors to ensure a high level and timely standard of building maintenance/repair.
• Ad-hoc tasks as required
  
  

Administrative tasks -

Travel Coordinator - working with a selection of company admin team members to book hotel, rail, hire car and flights, using a dedicated Travel Platform

Preparation of key documents and correspondence –

• Ensuring compliance with the Business Management System
• Organisation and maintenance of case file documentation
• Raise purchase orders and invoices in line with Finance department guidelines
• Answer Teams system calls and transfer process as necessary
• Format, print and bind relevant documents
  
  

Essential

Qualifications, Experience & Skills

Preferred

Qualifications

• HNC or BTech, or above
  
  

Experience

• Previous experience of office coordination and supervision
  
  

Key Competencies

• Strong attention to detail
• Ability to work without supervision and use initiative
• Excellent time management skills
• Exceptional communication and customer service skills
• Technical skills, including proficiency with Microsoft Office Programs
• Strong prioritisation and organisation skills, including the ability to multi-task
• Ability to handle confidentially information
• Presentation skills
• Ability to use and maintain system data bases
• Microsoft Office Suite – Intermediate/Advanced Skills Level Required