Head of Administration - London, United Kingdom - 19 London

19 London

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

This is an exciting opportunity for an experienced Administration Professional to join a busy and vibrant Wine Trader in the heart of the City of London as Head of Administration.

The Administration department handles all the company's administrative tasks, their duties ensuring that the company is operating effectively by providing support to the different departments.

The Head of Administration's main tasks includes organising the company's day-to-day operations as well as managing office equipment, distributing incoming and outgoing mail, answering and redirecting phone calls, maintaining internal databases, booking meetings, and arranging travel, to mention a few.

This is a busy trader environment and therefore they require a confident individual, who has a good sense of humour and is able to hold their own.

You will be highly organised, and tech-savvy and have excellent communication and interpersonal skills. Fluency in Portuguese or Spanish would be a bonus for this role but is not essential.

Based in offices in the City of London, the usual working hours are Monday to Friday 9.30am - 6pm, with the flexibility required at times.

Responsibilities include:

Provide support to all departments
Meeting and greeting guests
Manage meeting rooms
Answering telephone calls and managing correspondence
Taking payments over the phone
Managing Excel spreadsheets
Prepare and send parcels nationally/internationally
Send contracts to clients and follow their status
Hiring and training new administrative employees
Evaluating the administrative department regularly and implementing improvements
Performing inventory and ordering new office supplies
Preparing and reviewing reports
Manage schedules and deadlines
Photocopy/scan and print various documents, sometimes on behalf of other colleagues
Organise and store paperwork, documents, and computerbased information
Send COAs, Invoices & Insurance Policies to clients when payment is done and the contract is signed
Liaise with staff in other departments and with external contacts
Organise travel and accommodation for staff and other external contacts.

Essential criteria:

Prior experience in administrative/managerial roles
Live within a commutable distance of the City of London
Proficiency in English written and spoken, and one of the following would be a bonus, but not essential (Spanish-Portuguese)
Educated to A-Level or above
Competency with Microsoft Office (including Excel)
Confident and resilient
Good sense of humour
Organise and able to prioritise
A team player
Excellent interpersonal and communication skills