Receptionist / Administrator

Optima Recruitment; Leatherhead; On-site; GBP 12,000 - 18,000; Full time

Job summary

Optima Recruitment Limited is seeking a Receptionist / Administrator on a temporary basis in Leatherhead. The role covers reception, general office administration and PA support to the Finance Director, with responsibilities across diary management, meeting coordination and post handling.

Office-based position Monday–Friday, 9:00am–5:00pm, 23 November through 31 December. You will work closely with senior management and internal teams to ensure smooth day-to-day operations.

Qualifications

• Experience in administrative, receptionist or PA/office support roles.
• Confident, professional communication in person and via email.
• Solid working knowledge of MS Word, Excel, Outlook and Teams.
• Excellent organisational skills with ability to prioritise tasks and manage multiple demands.
• Attention to detail, especially with financial information and records.
• Willingness to learn new systems and follow established procedures.
• Independent, proactive, and reliable in supporting senior management.
• Flexible and adaptable, able to assist with varying duties.
• Friendly and approachable professional demeanor.

Responsibilities

• Reception and office administration: greet visitors, direct to appropriate person and manage inquiries.
• Meetings: book rooms, coordinate schedules and prepare meeting spaces.
• Post and deliveries: handle incoming/outgoing mail and parcels.
• Admin support to Finance Director: diary management and meeting coordination.
• Maintain records and data entry, update spreadsheets.
• Prepare documents using Microsoft Word.
• Fleet and vehicle administration: update vehicle insurance records and database.
• Liaise with internal teams to complete tasks promptly.

Skills

Organisational skills

Communication skills

Independent & proactive

MS Word

Excel

Outlook

Teams

Tools

Microsoft Word

Excel

Outlook

Teams

Job description

Receptionist / Administrator - Temporary

• Location: Office based, Leatherhead
• Hours: Monday to Friday, 9:00am – 5:00pm (flexi)
• Contract: 23rd November – 31st December

Overview

Temporary assignment to provide reception, administrative and PA support to the Finance Director.

Key Responsibilities

• Reception & Office Administration
  • Provide a professional and welcoming first point of contact for visitors, staff and external contacts.
  • Meet and greet visitors, ensuring they are directed to the appropriate person or department.
  • Monitor and respond to incoming emails, ensuring enquiries are dealt with efficiently.
  • Manage meeting room bookings and assist with preparing rooms for meetings.
  • Handle incoming and outgoing post, parcels and deliveries.
  • Prepare and issue staff identification cards.
  • Provide general office support, ensuring the smooth day-to-day running of administrative activities.
• PA & Finance Director Support
  • Provide administrative and PA support to the Finance Director.
  • Assist with diary management, scheduling appointments and coordinating meetings.
  • Support the administration of company credit card returns, ensuring information is recorded accurately.
  • Maintain accurate records, undertake basic data entry, updating spreadsheets
  • Prepare and update documents using Microsoft Word
• Fleet & General Administration
  • Assist with adding company vehicles to the relevant insurance policies.
  • Maintain and update the company vehicle database, ensuring records are accurate and up to date.
  • Liaise with internal departments to obtain information and ensure administrative tasks are completed promptly.

Candidate Requirements

• Previous experience in an administrative, reception, PA or office support role.
• Confident and professional communication skills, both face-to-face and via email.
• Good working knowledge of Microsoft Word, Excel, Outlook and Teams.
• Excellent organisational skills with the ability to prioritise competing tasks.
• Strong attention to detail, particularly when handling financial information and maintaining records.
• Comfortable learning new systems and following established administrative procedures.
• Able to work independently, use initiative and provide reliable support to senior management.
• Flexible, adaptable and happy to assist with a variety of duties.
• A friendly, approachable and professional manner.

Optima Recruitment Limited are acting as a recruitment agency in relation to this vacancy and are an equal opportunities employer