Office Manager / Administrator
Coventry

This is a full time, permanent post, based in the Coventry office. Salary will be dependent upon experience.

Please register your interest in this vacancy ASAP via email to Michelle Buxton michellebuxton@duoplc.com

 

We have a vacancy for an experienced Office Manager to start immediately. We are looking for a confident person with strong communication skills and a ‘can do attitude’. Someone who is highly organised and with the ability to prioritise their workload, multi-task and meet strict deadlines Your role will be:

  • To oversee and ensure the smooth running of the head office on a day-to-day basis
  • To manage and oversee the facilitation of services at our Head Office and Stores in Coventry, Logistics in Meriden, Manufacturing offices in Somerset and Stafford and Operations in Exeter

Office Management

  • Ensure the Head Office is presentable at all times and that routine maintenance is carried out as required
  • Ensure reception is manned and efficiently run; manage, supervise and monitor the receptionist, assigning tasks and responsibilities as appropriate
  • Conduct annual appraisals with the receptionist
  • Oversee and monitor the IT facilities at all sites
  • Organise the set-up of new users
  • Ordering of all IT equipment for new staff
  • Monitor and review all utility bills for the Group
  • Monitor and review company mobile phone contracts and bills for the Group
  • Ordering, setting up and issuing of mobile phones to staff as necessary and maintain and monitor the mobile phone spreadsheet
  • Organising repairs or replacements of mobile phones as necessary
  • Ensure the office complies with Health and Safety Regulations
  • Monitor the Security Alarm and Fire Alarm systems at the different sites; ensuring routine and annual checks are carried out
  • Ensure there is adequate First Aid and Fire Marshalls at all sites
  • To be Fire Marshall and First Aider at Head Office
  • Assist with organising meetings and managing databases
  • Booking transport and accommodation as and when required
  • Assist with organising company events or conferences
  • Oversee the ordering of stationery and furniture
  • Dealing with correspondence, complaints and queries
  • Managing office budgets
  • Liaising with staff, suppliers and clients
  • Implementing and maintaining procedures/office administrative systems
  • Assisting with induction programmes for new employees
  • To oversee and ensure the smooth running of the office on a day-to-day basis
  • To manage and oversee the facilitation of services at our Head Office in Coventry, Stores office in Coventry, Logistics in Meriden and Manufacturing offices in Somerset and Stafford
  • To cover reception at lunchtimes and in the receptionist absence
  • To answer and deal with the overflow calls

HR Support

  • Admin and secretarial support to the HR Manager as and when required
  • Support the HR Manager with recruitment campaigns

FLEET Administration

  • Administration of the Fleet database, files and records
  • Ensure all drivers receive and sign for a driver’s pack and all required paperwork when issued a vehicle and that this is kept up-to-date
  • Conduct driver licence checks on all new starters and all staff annually
  • Ensure that vehicle checks are received from drivers and recorded on a monthly basis
  • Advise drivers when MOTs or Services are due on their vehicles
  • Advise drivers of the procedure if involved in an accident and ensure the insurance company is informed and relevant paperwork completed
  • Upon receipt of any motoring offence, i.e. speeding fine, ensure this is passed to the appropriate driver for resolution. Also keep management and insurance company informed of any offences
  • Arrange hire vehicles as and when necessary
  • Issuing and monitoring the use of Fuel Cards
  • Monitoring of emergency breakdown and insurance cover for vehicles

Experience

  • Previous experience of working in as an Office Manager
  • Experience of working in customer services environment

Knowledge, Skills and Attributes

  • Exceptional written and oral communication skills;
  • Excellent work processing and IT skills, including knowledge of Microsoft Office;
  • The ability to work under pressure and to tight deadlines;
  • Good organizational and time management skills;
  • The ability to research, analyse and present material clearly and concisely;
  • Excellent interpersonal skills;
  • Honesty and reliability;
  • Attention to detail;
  • Discretion and an understanding of confidentiality issues