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Office Administrator

  • Job reference: R-024707
  • Sector: Atkins
  • Location: Southampton

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The responsibilities

You will provide efficient administrative support to the Southampton office and relevant teams as directed by line management and the responsibilities will include but are not limited to:

Be responsible for:

  • Ensuring all office equipment is in good working order, order stationery and PPE and administer contracts for office and business service supplies
  • Liaise with suppliers, SSF, internal support functions, local office & other staff as required.
  • Parking space management and issues for staff.
  • Meeting room equipment and hospitality
  • Deal with internal/external training requirements and bookings keeping the relevant systems updated
  • General adhoc administration tasks including, archiving, printing, binding, post and franking,  filing duties etc.
  • Provide efficient and effective direct support to the Directors/Senior Managers.
  • Travel management and bookings
  • Liaise with internal QSSE (Quality, Safety, Security and Environment) representatives to ensure is compliance with company standards and procedures.
  • Be a first aider and fire marshall for the office (training to be provided).
  • Timesheet monitoring / management
  • Monthly invoicing and client time sheet reporting
  • Supplier invoice tracking
  • Other typing / secretarial support

Support others in:  

  • Arrangement and support at hospitality and events.
  • Floor planning, office moves and desk allocation on relevant floor.
  • Control of all staff data relating to admin processes including new starters inductions
  • The role of Safety Champion for the building including the monthly ‘health and safety’ walkaround as required
  • Liaising with client and external training providers and process purchase orders and invoices for external courses
  • Marketing and proposal support to the local office and/or specific sectors / services as needed.
  • Providing professional design, development, and production of custom and standard marketing materials including proposals, qualifications and presentations.
  • Developing and execute compelling written and visual content that promotes the company’s services
  • Managing social event calendar and arranging social events
  • Providing administration and management of data on company systems, including CRM (client relationship), InSight (project data and QA compliance), I-Gate (Project authorisation and job management)
  • Management of supply chain assessment processing.
  • Liaising with Facilities Management team and Landlord’s building management and security team.
  • Monthly finance reporting and control

The requirements

  • Qualified to GCSE Level or equivalent
  • Previous administrative experience
  • Excellent team player
  • Attention to detail essential
  • Good standard of education (English & Maths)
  • Experienced user of MS Office, ideally Office 365
  • Competent in the production of spreadsheets and PowerPoint
  • Experience of database applications.
  • Strong verbal and written communication skills
  • Experience of InDesign desktop publishing desirable, but not essential

Rewards and Benefits: 

Atkins offers a fantastic range of benefits, which you can tailor to suit your own health, well-being, financial and lifestyle choices.
All the information you need to know is available on our dedicated benefits portal; your reward, which is available to access 24/7 from any device: 

Security Clearance:

This role may require security clearance and offers of employment will be dependent on obtaining the relevant level of clearance. If this is necessary it will be discussed with you at interview.
If applying to this role please do not make reference to (in conversation) or include in your application or CV, details of any current or previously held security clearance.