Job Description

Office Administrator & Coordinator ref: OAC02

About Us www.wdltd.com

Please review our website and understand our company before applying.

For the right person, and after a trial period, we will offer many rewards and opportunities, but first, you must prove yourself to be a great Office Administrator & Coordinator - we are looking for the best!

About the Role

We currently have an opportunity for an Office Administrator & Coordinator to join our dynamic, talented team, which will be based five days a week in our London office (not remotely). The role may also require travelling to client offices on an ad hoc basis.

The OAC (Office Administrator & Coordinator) is responsible for the general administration relating to the Office and Coordinating the team. The OAC will also assist colleagues with finance and purchasing duties and reporting to the Finance Manager & Management Team.

The role includes (but not limited to) the following:

Key job tasks of

Office Assistant

Ensure competent quality execution of all regular admin works duties including completing the office task list to ensure the office and warehouse are in good working condition and all supplies are available to staff; Maintain up to date records of company documentation and filing both electronically and hard copy; General administrative duties, such as writing documents, scanning and general housekeeping of the office; Source, select and negotiate for the best purchase for in-house consumables and services; Plan and manage inventory levels of stationery and other office items; Receiving visitors, taking deliveries and answering the telephones; Keeping documentation up to date on ALL client portals, including the update of the CDB (contacts database) Make arrangements for staff outings, client meetings and employee business trips; Updating annual leave records and staff calendars throughout the year; Providing administrative and ad hoc support to the WDL team and consultants; Assisting with presentations including binding of documents and presentation boards; Support PMs with project work and purchasing of FF&E. Draft purchase orders in accordance with specification provided and in line with company procedure; Coordinate with PMs and suppliers to ensure delivery schedules are met and advise of any issues; Handling and monitoring of claims to suppliers for defectives, shortage, missing parts; Collect/deliver drawings or miscellaneous items to & from clients and organise mailing & distribution lists; Any other reasonable tasks and duties at your own initiative or as requested by your colleagues.
Key job tasks of

Coordinator

Be the first point of contact for client, contractor & third-party liaison and requests; Liaise with site-based teams to arrange all necessary passes, security clearance and access arrangements; Book travel and hotel accommodation Manage software renewals, licences and deal with data requests from all the clients & third parties; Assist in preparing reports and issue to the client; Assist in issuing data packs to site teams Provide documentation on an ad hoc basis to the client, contractors & relevant third parties
Key job tasks of

Finance Assistant

Reconcile Staff expense forms & company credit card statements; Reconcile all purchase and sales invoices with purchase orders, as well as creation of POs and distribution thereof; Review, check and organise invoices to be approved for payment; Assist with raising and issuing sales invoices and chase late payments and assist with ALL finance reporting; Assist with month end payments and general accounts duties, and credit control Assistance with other ad-hoc finance duties

Essential Requirements

These are essential requirements to the role. Your application will be disregarded if you do not meet these minimum requirements.

o Previous experience in a similar Office Assistant & Coordinator role with excellent communication skills;

o Fluency in Microsoft Office Suite, particularly Word and Excel;

o To be hard-working, show, initiative and be responsible;

o Ability to work in a team, under your own initiative, while managing your time effectively;

o Have excellent time management, timekeeping and organisational skills;

o Experience of data entry into Microsoft Access Database's would be of benefit.

In return for your skills, WDL will offer a target salary of 30k+ depending on capability, skill set & experience, as well as your ability to comply with the requirements above.

TICK LIST

If you cannot place a tick against ALL of the following, we suggest you do NOT apply for this role.

o Do you have a minimum of 2 years of working as an Office Assistant?

o Are you able to communicate in English fluently (both written & verbally)?

o Are you able to create documents in Word and Excel from scratch?

o Do you reside and live in the UK?

o This is not a flexible role, but office based. You will work closely with the team, does this suit you?

o Are you legally allowed to work as a full-time employee in the UK?

NB

: if you cannot place a tick in ALL of the boxes, please do

NOT

apply for this role.

Job Types: Full-time, Permanent

Pay: 25,000.00-32,000.00 per year

Benefits:

Company pension
Ability to commute/relocate:

London N1 7ER: reliably commute or plan to relocate before starting work (required)
Experience:

Xero: 1 year (preferred) Office Administration: 2 years (required)
Work Location: In person