HR & Office Administrator
West End
Part-time 22.5 hours per week

9:00am to 5:30pm

£45k - £50k pro rata

My client is one of the world’s largest commodity trading companies located in in the West End

The HR & Office Administrator is responsible for the smooth running of the UK office, overseeing day-to-day administration, HR processes, business travel and executive support.

WHAT YOU’LL DO;

• Coordinating business travel arrangements, including flights, trains, hotels, restaurants and taxis.
• Providing executive assistant support to senior management as required, including:
• Diary management and meeting coordination.
• Booking meetings, restaurants and catering.
• Managing comprehensive travel arrangements, including visa applications and second passport arrangements where necessary.
• Preparing correspondence, reports and presentations.

• Overseeing the day-to-day running of the office, including:
• Monitoring and ordering office supplies.
• Administering incoming and outgoing post and courier deliveries.
• Meeting and greeting clients, visitors and colleagues from other Gerald offices.
• Arranging security passes for employees and visitors.
• Answering telephone calls professionally and efficiently, taking clear and detailed messages where necessary.
• Maintaining a clean, tidy and organised office environment.
• Managing meeting room bookings and arranging refreshments.
• Processing expenses.
• Liaising with building management and contractors regarding the maintenance of office equipment, appliances and furniture.
• Developing, maintaining and communicating office processes and procedures, and keeping employees informed of relevant office updates and announcements.
• Managing relationships with office suppliers and contractors.
• Coordinating first aid, fire marshal and health and safety responsibilities, including relevant checks.
• Organising office events, meetings and functions, including office parties and conference room arrangements.
• Providing administrative support to the Marketing team as required, including coordinating meeting schedules, preparing and maintaining invitation lists, and assisting with other administrative tasks relating to events.
• Managing general administrative tasks as required, including the processing, monitoring and tracking of invoices.
• Handling confidential information and sensitive matters with discretion.
• Being available to respond to out-of-hours requests, as required.

• Managing UK-specific HR matters and documentation, including:
• Recruitment and the preparation and issuance of employment contracts.
• Employee onboarding and offboarding, including starters and leavers.
• Absence management and record-keeping.
• HR policies and procedures.
• Visa and work permit administration.

WHO YOU ARE;

• Educated to A-Level standard or equivalent. A degree-level qualification would be advantageous but is not essential.
• Previous experience in an HR and office administration role.
• Demonstrable experience of supporting and liaising with senior management.
• Excellent proficiency in Microsoft Office.
• Exceptional time management and organisational skills.
• Strong communication skills, both verbal and written.
• Excellent attention to detail and a high degree of accuracy.
• Ability to manage multiple tasks and competing priorities in a fast-paced environment.
• A professional, proactive and organised approach to work.
• A positive, helpful attitude and a willingness to learn and develop.

• Ability to work from the office on all contracted working days.

REF: ARA222429
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