Office Administrator

Company Overview:
Ivy Resource Group are looking for a highly organised and proactive Office Administrator for our client in Birmingham. This key role offers the opportunity to work within a dynamic and professional environment, ensuring smooth day-to-day operations while adhering to company policies, training standards, compliance regulations, and efficient office resource management.

Role Overview:
The Office Administrator will be responsible for managing a range of administrative functions to support the smooth operation of the office. You will be a vital point of contact for staff, clients, and visitors, helping to coordinate office resources, training programs, compliance activities, and more. Your duties will span communication, training, purchasing, vehicle management, and ongoing support to senior staff.

Key Responsibilities:

1. Communication and Administration:

   • Handle incoming and outgoing phone calls professionally.
   • Manage the Outlook calendar, scheduling appointments and meetings efficiently.
   • Oversee the reception area and act as the first point of contact for visitors and clients.

2. Office and Supplies Management:

   • Maintain inventory of office and kitchen supplies, ensuring adequate stock levels.
   • Organise internal enquiries and route them to the appropriate teams.

3. Training and Development:

   • Monitor staff training needs and identify skill gaps.
   • Book and manage training sessions and renewals, including Skills and Training Fund applications.
   • Administer IHASCO training and Toolbox Talks for staff development.
   • Maintain the company's training portal and upload certification data.

4. Contracts and Vehicle Management:

   • Manage cleaning contracts and ensure service continuity.
   • Coordinate vehicle bookings, MOTs, lorry checks, and compliance-related tasks.
   • Track and report on driver performance.

5. Purchasing and Event Organisation:

   • Raise and manage purchase orders for office supplies and equipment.
   • Plan and organise client and staff events, ensuring smooth execution.

6. Workwear and Holidays Management:

   • Oversee workwear stock and renewals.
   • Manage staff holiday records using the Atlas system.

7. Works in Progress (WIP) Management:

   • Create and update new enquiries on the WIP system.
   • Convert enquiries to live jobs and maintain appropriate documentation.

8. Ongoing Support to Senior Staff:

   • Assist senior staff with a variety of administrative tasks including drafting letters, generating reports, and managing observations.
   • Maintain and update the company's observations report in line with SLAs.

9. Compliance and Regulations:

   • Manage LOLER and calibration schedules for company equipment.
   • Ensure compliance with ISO 9001 standards for data management.

10. Driver Performance and Vehicle Tracking:

• Collate and report on driver performance and vehicle data.
• Monitor and track vehicle whereabouts, reporting any discrepancies.

Qualifications:

• Proven experience in office management, administration, or a similar role.
• Strong communication skills and professional demeanour.
• Proficiency with Microsoft Outlook, Excel, and other office software.
• Strong organisational and time-management skills with the ability to multitask.
• Familiarity with ISO 9001 standards (nice to have but training will be provided).
• Experience in training administration, supply chain management, and event planning (desirable but not essential).

Benefits:

• Competitive salary and bonus package.
• Opportunities for professional development and career advancement.
• 21 days annual leave plus bank holidays.

If you are a proactive and organised individual who thrives in a dynamic environment and meets the qualifications, we encourage you to apply.

How to apply:

Apply online by submitting your CV and we will get back to you

Call / Text / Whatsapp Kayleigh on (phone number removed)

Quick and easy online registration on our website if you aren't already registered with us.

Ivy Resource Group are committed to promoting equal opportunities to people regardless of age, gender, religion, belief, race, sexuality or disability. We operate as an employment agency and employment business.

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