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     Office Administrator

    Job Type:

    Full time

    Posted:

    Location(s):

    Essex

    Job Description:

    Ferns Group are a family run business with over 25 years’ experience as an established Utilities and Reinstatement company, specialising in Telecoms Civils, and tailored reinstatement services.

    Our Mission is “to be the preferred choice in our field by adding value to our business partners without compromise to quality, safety or the environment.”​

    Our Gas Utility specialist, Forefront Utilities are growing! We are looking for an Office Administrator to provide our busy, friendly team the general office support critical to ensure a smooth business operation from our excellently serviced offices based in Romford.   The role is varied and carries responsibilities for the ordering of office supplies, IT equipment and provides general administrative support to the wider contract and commercial teams.    

    This role would suit someone keen develop their career in the Utilities service industry.
    Key tasks and Deliverables:
     Administrative Support:
    Provide administrative support to ensure efficient office operations.
    Handle incoming calls, emails, and correspondence, directing them to the appropriate parties.
    Maintain office supplies inventory and place orders as necessary.

    Calendar and Schedule Management:
    Manage calendars and schedules for executives and team members.
    Schedule meetings, appointments, and conference calls, ensuring optimal use of time.

    Document Management:
    Organise and maintain electronic and physical filing systems.
    Manage documents, records, and correspondence, ensuring compliance with the company GDPR and Confidentiality policies.  

    Visitor and Guest Coordination:
    Greet visitors and guests, directing them to the appropriate areas or personnel.
    Coordinate visitor badges, sign-in procedures, and hospitality arrangements.  

    Travel Arrangements:
    Arrange travel accommodations and itineraries for employees, including, hotels, and transportation.
    Prepare travel expense reports and reconcile expenses as needed.  

    Meeting and Event Coordination:
    Coordinate logistics for meetings, conferences, and events.  

    Financial Administration:
    Assist in financial administration tasks such as invoicing, expense tracking, and budget monitoring.
    Process invoices, purchase orders, and reimbursements accurately and in a timely manner.  

    Office Maintenance:
    Coordinate office maintenance and repairs, liaising with vendors and building management.
    Ensure the office environment is clean, safe, and conducive to productivity.  

    Project Work:
    Undertake projects on an ad hoc basis, including research and providing support to the wider team for presentations and requests for information.    
    Requirements:
    Proven experience in administrative roles
    Strong organisational and time management skills.
    Excellent attention to detail and accuracy in record-keeping.
    Proficiency in MS Office applications and quick to learn new systems
    Effective communication skills, both written and verbal.
    Ability to work independently and collaboratively in a team environment.
    Excellent communication and interpersonal skills.  

    Ferns Group are dedicated to diversity in the workplace and committed to treating all our employees and job applicants equally. We embrace equal opportunities, including working with the prison service, and are opposed to discrimination on any grounds.

    All applicants must have rights to work in the UK and be willing to undertake the relevant pre-employment screening checks should your application be successful.