Job title: Office and Project Administrator Salary: Up to £28,000 per annum, dependent on experience Core Hours: 8.30am – 5.30pm, Monday – Friday Location: Stafford Reporting to: CEO
About the Company
Oktra North provides complete workplace consultancy, from a single office relocation, design and fit-out, to workspace planning, refurbishment and interior branding on a global scale. Our clients rely on us to craft bespoke and sustainable workspaces and our proudest moments are seeing their first reaction when the doors open to their new offices.
Oktra North are part of the Vensyn Group, which also includes Oktra, Oktra South, Affinity Flooring and Echelon Workplaces. We are a dynamic and fast-paced working environment, with a fun social streak.
Role overview
Office Support
Provide general admin support to the team of 12 people including:
General management of the Stafford office environment, including keeping things tidy and in order and maintaining a good balance between showroom feel and working office
Purchasing of stationery and office supplies; regular stock checks
New starter setups (in conjunction with London Office Manager) and inductions
Maintenance of office equipment – coffee machines, printers, plotters, etc
Liaison with third party suppliers and building management
Supporting the IT function and liaising with RockIT to troubleshoot and solve problems / log tickets
Organising team events
Organising repairs around the office when required
Business travel arrangements
Coordinating desk moves and changes
Working closely with the Office Manager and Head of People & Workplaces in London, for consistency and best end result
Organising couriers and post
Assist with PQQs
Ad hoc admin tasks required by the team
Project Administrative Support
Site and project set up
Collate H&S files and site files for each new project
Look after signage for each project, using both internal and external printing resources
Create a project directory Outlook distribution list for each project, and keep up to date
Work with the project managers to ensure project details are entered accurately into our internal systems
During construction phase
Compile a schedule of conditions for each project
Compile weekly site progress reports
Be the point of call for site managers on your allocated projects, assisting them with their admin needs
Type up snagging lists
Produce RAMS for Oktra Partitioning
Arrange stationery, IT equipment and documents for site offices
Collate, print and bind Landlord Approval and Contractor Proposal Packs
After project completion
Collate and produce Operation & Maintenance manuals
Update the site incident register
Ensure timely return of site files, review contents, and digitally archive all relevant documentation
Required skills and attributes
A real people person, who loves to help others
At least 1 year experience in a similar role
Excellent written and verbal communication skills
Self-motivated, with excellent attention to detail and ability to be proactive and problem solve
Excellent organisational skills; ability to multitask and prioritise workload
Proficient with MS Office suite – particularly Excel and Outlook