Office Administrator - Mission Critical (London, UK)

Description

Chart your own course and change the world - with the support of people whose interests are aligned with yours. At Burns & McDonnell, opportunity is waiting. We're looking for people with big ideas and an entrepreneurial mindset. It's those kinds of people who've helped us grow from a small consulting business back in 1898 to a global leader in engineering, architecture and construction solutions. Today, we're a thriving company with more than 10,000 professionals working in 55 offices worldwide and recognised as a leader in Mission Critical services.

The London Office & Team Administrator is responsible for all office administration and facilities management. Based in London the role will also liaise and align with other UK offices. Specific duties include managing the office Health & Safety and being responsible for maintaining well-equipped, tidy, safe, and secure offices while supporting our busy Team with various administrative tasks.

Office Management:

• Managing Office Health & Safety in accordance with ISO and internal processes.
• Serve as office safety and health representative for home office including emergency evacuation plans.
• Responsible for fire safety, emergency evacuation plan, and first aid.
• Liaise with House Managers (Allen & Overy) on any administrative aspects relating to access and common parts.
• Supporting arrangements for internal and external training.
• Arranging office maintenance activities and emergency repairs.
• Keeping all AV & IT equipment in good working order.
• Managing office equipment service contracts and contract administration.
• Liaising with Facilities management team/landlord on any regular maintenance tasks & repairs.
• Ordering and keeping track of all IT equipment.
• Ordering stationary and kitchen supplies.
• Maintain an inventory for all office supplies and equipment.
• Support negotiation of procurement of office furniture and supplies.
• Arrange & support office contractors such as for cleaning and horticultural.
• Plan desk allocations and space planning.
• Providing staff and visitors with access cards & badges.
• Evaluate office processes, and identify efficiency improvements, and cost reductions.
• Adhering to the UKO sustainability plan for the office.

Office Ordering & Budget Management:

• Requesting Purchase Orders and processing invoices through the company MIS system for all office and non-direct project expenditures including subscriptions, accreditations, marketing support, printing, safety expenditure, travel, conferences, etc.
• Obtain and analyse monthly costing reports for office costs and provide monthly financial reporting to management including variances from forecast to actual expenditure.
• Liaise with London Project Coordinator on office costs to ensure London office cost forecasting is maintained and regularly updated.
• Run cost reports to identify over-spending and misallocated charges for the office budget. Reconcile internal expenditures against annual budgets.

Team Administrator:

• Plan and run new employee orientation and support managers with onboarding and termination process. Coordinate required training programs for employees in conjunction with the corporate training department.
• Responsible for admin support to other staff including clerical tasks, photocopying, printing, arranging lunches for working meetings, hospitality for visitors, and reception duties.
• Coordinating attendance and booking meetings/workshops where there are multiple attendees including liaison with other staff internally and externally.
• Coordinate meeting room bookings when there are availability conflicts.
• First point of contact for external calls.
• First point of contact for visitors.
• Maintain internal communications & support the preparation of material for Group and UK newsletters.
• Manage and maintain all electronic filing for indirect activities covering office and indirect projects.
• Ordering drinks, lunches, etc. for team meetings and socials.
• In the future manage any fleet vehicles leased by the company. Ensure completion of mandatory driving training and employee driving qualifications. Monitor vehicle assignments and documentation. Administer maintenance and repair of vehicles in any company fueling programme.

Qualifications

• Bachelor Degree in related field Required or
• Higher National Diploma and 1 year Required or
• Higher National Certificate 2 years Required or
• Certificate of Secondary Education and 3 years Required
• Ability to work independently, demonstrating accuracy, reliability, analytical and problem-solving skills.
• Excellent organization and time management skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
• Professional level written & verbal communication skills.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• Ability to organize a daily workload by priorities.

Job Administrative/Office Support

Primary Location GB-London, UK-London

Schedule: Full-time

Travel: Yes, 5 % of the Time

Req ID: 245045

Job Hire Type Experienced N/A