Office Administrator

An exciting opportunity has arisen for a part-time Office Administrator to join a prestigious global communications firm, headquartered in Knutsford. This will be a 12 month contract initially. As the point of contact for all employee, visitor, and facility inquiries, you'll play a vital role in maintaining an efficient, safe, and legally compliant working environment across the global offices. Additionally, you'll collaborate closely with a travel management company to oversee and coordinate all international travel bookings. Responsibilities include: Office admin duties

• Serve as the primary point of contact for employee facilities queries and day-to-day operations in Knutsford.
• Coordinate office facilities to ensure smooth daily operations and efficiency.
• Collaborate with internal IT team to manage access passes and maintain a log of employee and visitor access.
• Support employees with meeting arrangements, including booking rooms, telecoms, and refreshments.
• Conduct office inductions for new employees, oversee fire alarm tests, monitor desk bookings, manage office supplies, and coordinate deliveries, post, and events as needed.

Facilities Management and Health & Safety

• Working with the Global Office Manager to support with anything facilities management and health and safety related, as needed.
• Keep first aid kits stocked.

Travel

• Responsible for ensuring employee traveller profiles remain updated on our travel management systems portal.
• Manage the internal travel email inbox.
• Responsible for booking all internal travel including flights, trains, hotels and taxis.
• Invoice approval.
• Updating of travel budget trackers.

Additional responsibilities

• Organising employee gifts, digital birthday cards, and long service awards, while maintaining trackers for these initiatives.

Person specification:

• Relevant office administrator/travel booking experience
• Strong communication and interpersonal skills, both written and verbal
• Excellent organisational abilities with meticulous attention to detail
• Proficiency in Microsoft Word and Excel, with intermediate skills
• Professional demeanour with well-spoken and polished presentation
• Numeracy and IT proficiency
• Ability to manage workload effectively and prioritise tasks
• Reliability and punctuality in meeting deadlines
• Proactive and efficient approach to tasks
• Solution-focused mindset with the ability to take initiative

Salary for this role is up to £28,000 (pro rata) DOE, plus benefits. This is a hybrid role, 3 days in the office 2 from home. Hours of work – 25 hours a week, with 1 hour for lunch. Monday to Friday, 09:30 – 14:30 If you thrive in a dynamic, people-centric environment and seek a role that offers both challenge and recognition for your contributions, we encourage you to apply. Lily Shippen’s business support team are experts in recruiting top secretarial, office administration and business support talent, including Personal Assistants, Executive Assistants, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the United Kingdom, from our offices in London and Manchester, as well as servicing international and remote roles.