Office Administrator

Bagnall Hopkins Recruitment; Oregon (WI); On-site; USD 40,000 - 60,000; Full time

Job summary

Bagnall Hopkins Recruitment is looking for a highly organised Office Administrator to support the Marketing and Business Development Team. The role involves managing office functions, preparing documents, and maintaining a professional environment. Ideal candidates should possess strong administrative skills, particularly with Microsoft Office, and demonstrate attention to detail.

The opportunity allows you to contribute to the team while ensuring smooth daily operations. Candidates should have the ability to work independently, manage schedules, and communicate effectively with various stakeholders.

Qualifications

• Experience in an office environment is required.
• Proficient with Microsoft Office, especially Word, Excel, Outlook, and PowerPoint.
• Strong attention to detail for marketing-related materials.

Responsibilities

• Provide administration support to the Marketing and Business Development Team.
• Prepare bid documents and project sheets.
• Manage meeting room schedules and bookings.
• Support the Office Manager with daily operations.

Skills

Office-based work experience

Strong IT skills (Microsoft Office)

Professional telephone manner

Copy typing skills

Ability to work independently

Interpersonal skills

Planning and organization skills

Attention to detail

Effective communication

Team collaboration

Job description

Job Overview

We are seeking a highly organised and detail‑oriented Office Administrator to join our team. The successful candidate will play a vital role in ensuring the smooth operation of daily administrative functions, supporting various departments, and maintaining an efficient office environment. This role offers an excellent opportunity for individuals with strong administrative skills and proficiency in office software to contribute to a professional and dynamic workplace.

Responsibilities

Provide efficient and proactive administration support to the Marketing and Business Development Team.

• Monitoring of the team mailbox.
• Preparation and population of bid documents, project sheets and capability statements on a regular basis with new information.
• Manage, register and update portals, maintaining up‑to‑date company information and accreditations/certificates.
• Support the Office Manager with the smooth running of the office, such as distribution of post, binding documents, photocopying, scanning, arranging deliveries and/or collections.
• Proactively managing the meeting room diaries, booking rooms, setting rooms up for meetings, meeting and greeting all visitors, providing refreshments and booking catering as and when required.
• Ensure the office (including reception area, kitchen and meeting rooms) are well presented at all times and furnished with the required items.
• Support the Office Manager with tasks that may include archiving, assisting with staff and client events, typing correspondence, ordering stationary, kitchen and office supplies.
• Organise and manage travel and hotel bookings for staff.
• Monitoring various mailboxes and dealing with correspondence within these.
• Provide administrative support to project teams in the office and those working remotely, including, but not limited to, arranging meetings, typing documents and meeting minutes, creating photo schedules, audio typing, photocopying, scanning and general administrative support.

Job Knowledge, Skills & Experience

• Recent office based work experience.
• Strong IT skills, fully conversant Microsoft Office packages, in particular Word, Excel, Outlook and PowerPoint.
• Excellent telephone and in‑person professional manner.
• Excellent standard of copy typing skills.
• The ability to work independently on own initiative without supervision.
• Positive and proactive approach to team working with strong interpersonal skills and the ability to communicate with people at all levels.
• Excellent planning and organisation skills with ability and willingness to take responsibility for planning and prioritising own workload.
• Attention to detail is essential to ensure that any marketing‑related material generated is grammatically and visually correct, free of spelling errors, on brand and conveys the correct message.
• Able to plan and organise their workload, and work effectively to meet deadlines and manage priorities with minimum supervision.
• Able to communicate effectively in verbal, written and design formats using appropriate media for different audiences both internally and externally.
• Able to work under reasonable work‑related pressure and meet tight deadlines.
• Able to work collaboratively in a team environment.

Both Bagnall Hopkins and our clients promote a policy of equal opportunities.