Office Administrator

Context

This role will assist with the smooth running and efficiencies within the London office and as part of the wider support services function. This role will provide a professional and courteous first point of contact to our internal staff, clients, and invited guests to our London office.

Key accountabilities

Commit to fulfilling the role and demonstrate the values required to achieve this, meeting deadlines, and undertaking training as required. To be able to talk confidently about what we do at TFT and provide high levels of customer care (internally and externally), interacting politely and professionally with everyone, helping to resolve first line issues, relaying feedback so that our services can be continuously improved, building and maintaining good stakeholder relationships.

Core Duties Reception Support London Office

• Respond to telephone calls, take accurate messages, and circulate timely.
• Undertake reception duties, meeting and greeting visitors, and providing refreshments.
• Liaise with all service lines to ensure that Support Services London are aware of all guests to the office and meeting rooms are booked. Notify main reception to manage access into the building.
• Maintain the conference rooms, so they remain clean, tidy and equipped. Facilitating refreshments as required.
• General housekeeping for the London office, working in liaison with the Office Manager to ensure the space is kept tidy, arranging service/fault calls to the appropriate provider for the London office equipment.
• Keep the notice boards up to date.
• Ordering office supplies, stationery, coffee, milk, fruit as directed by the Office Manager.
• Manage the support services inbox for London workload, liaising with London Admin to ensure requests are actioned timely and staff are responded to.

Secretarial Support

• Prepare a variety of documents utilising Microsoft Office (Word, Excel, PowerPoint)
• Ensure that the correct documentation templates are utilised to ensure TFT documentation is consistent.
• General typing, copying, collating as necessary to ensure that our service lines remain efficient.
• Transcription as directed.

Core DMS and Project Accounting

• Prepare invoices as directed, it is imperative that this is dealt with timely, and systems implemented to ensure that financial deadlines are not missed.
• Ensure purchase orders are entered and when approved are issued to the sub consultant or supplier timely via Core and publish the email.
• Data entry including creation of new jobs and generally ensuring that Core remains updated.
• Ensure that the fee element / allocations of each project is updated in line with any changes in instruction or scale.
• Data entry into Core to manage the Sub-consultants register.

Airport Helpdesk - Document Controller during periods of holiday/absence

• Provide cover during periods of holiday and absence, in line with the duties of that role.
• Regular liaison with the team to stay up to date with any changes to the daily tasks.
• Ensure that cover is planned with the wider London Admin team, and diaries updated to reflect when the Document Controller role is being covered.

Collaboration

• Attendance required in the office daily.
• Work closely with the London administration team.
• Collaborate with members of the support services team.

Practice Standards

• Ensure that all documents issued and systems operated comply with the TFT standards.
• Comply with TFT management systems and policies, utilising Core and inter-related IT Systems.
• Maintain records, as directed.
• Comply with all policies procedures as applicable to the duties of this role.

Performance criteria

• Computer and IT skills, including MS Office suite and willingness to learn to touch type.
• Good level of English, and proof-reading ability.
• Numerate.
• Professional telephone manner.

Skills and behaviour

• Proactive approach to tasks, ability to prioritise effectively.
• Reliable, willing to work as part of a team and able to use own initiative.
• Good telephone manner and flexibility to support office administration needs.
• A willingness to help with wider office tasks as needed.