Office and Project Administrator Part Time

Stafford, Staffordshire
Oktra

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

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