Office Administrator - East Ham, United Kingdom - Global Security Guards LTD

Description

Job description
As a office admin, you play a critical role in overseeing and managing the security operations within an organization. Your responsibilities encompass a wide range of tasks to ensure the safety and protection of assets, personnel, and information.

The following are key duties and responsibilities associated with this role:


Duties and Responsibilities:


1.


Administrative Support:

• Maintain organized filing systems for documents, contracts, and other important records.
• Assist in the preparation and distribution of internal and external communications.

2.


Visitor Management:

• Greet and assist visitors, clients, and employees upon their arrival.
• Coordinate with security personnel to ensure a smooth entry and exit process for visitors.
• Maintain an accurate log of visitors and contractors for security purposes.

3.


Scheduling and Coordination:

• Manage appointment schedules for executives and coordinate meetings.
• Assist in organizing and scheduling training sessions, briefings, and other company events.
• Liaise with security staff to ensure proper coverage and coordination of duties.

4.


Operational Oversight:

• Monitor daytoday security operations to ensure adherence to established protocols and standards.
• Coordinate with various departments to integrate security measures seamlessly into overall business operations.

5.


Document Preparation and Review:

• Prepare, proofread, and edit documents such as reports, contracts, and internal communications.
• Collaborate with relevant departments to ensure accuracy and completeness of documents.
• Maintain confidentiality of sensitive information.

6.


Billing and Invoicing:

• Assist in the preparation of invoices and billing statements.
• Work closely with the finance department to ensure accurate and timely invoicing.
• Address billing inquiries and discrepancies in collaboration with the finance team.

7.


Record-Keeping:

• Maintain accurate and uptodate records of employee attendance, leave, and time sheets.
• Assist in the documentation and filing of incident reports and securityrelated records.
• Ensure compliance with legal and regulatory requirements in recordkeeping.

8.


Communication Liaison:

• Serve as a communication liaison between different departments within the company.
• Facilitate information flow between the office and security personnel.
• Address inquiries and relay messages to the appropriate parties.

9.


Training Support:

• Coordinate training sessions for office staff as required.
• Assist in the preparation of training materials and documentation.
• Monitor and track employee training records.

10.


Health and Safety Compliance:

• Collaborate with the Health and Safety Officer to ensure compliance with workplace safety regulations.
• Assist in the coordination of emergency response procedures and drills.

11.


Compliance and Reporting:

• Ensure compliance with relevant laws, regulations, and industry standards.
• Generate and submit regular reports on security activities, incidents, and performance metrics.

12.


Stakeholder Communication:

• Foster effective communication with internal stakeholders, providing regular updates on security matters and addressing concerns.
• Collaborate with external partners, such as law enforcement and emergency services, to enhance overall security measures.

Job Types:
Part-time, Permanent, Graduate


Salary:
£11.50 per hour

Expected hours: 20 per week


Benefits:

• Company pension
• Flexitime

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Ability to Commute:

• East Ham (required)

Work Location:
In person