Office Administrator

Office Administrator

Working Hours: Temporary role with hours of 8:30 – 5:00 Monday – Friday

Location: Pontprennau initally and then the Office is then moving to Langstone in Newport (ideally the candidate is from Newport but willing to drive to Cardiff)

Pay Rate: £12 - £15ph

Responsibilities

CTM travel and hotel organisor (Jaime temporarily – training received)

Compilation of office man hours / defects / apprentices

GRN sign off on Coins for BW9990 and BEN901

Boardroom and Meeting room calendar maintenance

Office supplies

EPI reporting associated with the office

CDR scanning and uploading

Docusign

PPE ordering for new staff

HR onboarding – Right to Work checks

IT ordering for new starters

Lyreco – office stationary supplies (Sophie Lacey) Karen Wooton

Clarity copiers manual monthly printing

Monthly time recording SAP (Check Nikita Swatton)

Office PAT testing (August 2025 internally with FM)  inclusive of Office emergency light testing

Fire extinguishers (fire warden?)

Carry out reception duties, as the first point of contact for staff and visitors to the site office, meeting and greeting visitors and

Providing an efficient contact route into the management teams

Managing incoming phone calls using a switchboard system

Dealing with incoming and outgoing post, ensuring correspondence received is logged appropriately and distributed accordingly

Support the team in the preparation of correspondence and reports

Book and facilitate the organisation of meetings, including the provision of refreshments where required. Preparation and

Distribution of all relevant papers in advance

Minute taking at meetings, transcribe and accurately present them back to the meeting chair

Sort, maintain, copy and distribute correspondence as directed

Ensure relevant paperwork is filed appropriately and maintained in an organised manner

Scan and upload documents onto the electronic document management system, 4Projects

Ensure that office facilities and consumables are maintained in an organised manner

Support the management team in the preparation of correspondence and reports

Book and facilitate the organisation of meetings, including the provision of refreshments where required. Preparation and distribution of all relevant papers in advance.

Sort, maintain, copy and distribute correspondence as directed

Ensure relevant paperwork is filed appropriately and maintained in an organised manner

Have a high-level appreciation of the document management system (4 Projects) and be able to scan, upload and retrieve

Recording and allocation of apprentice hours

Recording of office man hours

Raising requisitions on Coins

Off hire procedure for staff