Office Administrator

Role overview

Workplace safety and facilities

• Coordinate health and safety arrangements, checks, records, risk assessments and follow-up actions, using external consultants for specialist advice.
• Coordinate fire checks, servicing, fire risk assessments, emergency lighting, fire warden support and evacuation and emergency arrangements.
• Keep the office safe, clean, functional, professional and fit for purpose; arrange repairs, maintenance and remedial works.
• Track recommendations and actions to completion, escalating material risks, overdue actions and compliance issues to the Head of Operations.

Suppliers and office operations

• Act as main contact for the landlord, utilities providers, maintenance contractors and workplace suppliers; monitor service quality and resolve issues.
• Maintain supplier, contractor, contract, contact and renewal records; obtain quotations and coordinate appointments.
• Manage office supplies, equipment, food, beverages and consumables, balancing availability, waste and cost.
• Coordinate post, couriers, deliveries, visitors, meeting rooms, refreshments, parking and other office logistics.

Insurance, records and employee setup

• Coordinate annual business insurance administration and renewals with Legal, Finance, brokers and insurers; maintain policies, certificates, renewal dates and correspondence and support claims.
• Work with the People Team on workplace setup, equipment, access and supplies for starters and leavers when required.
• Maintain records of contracts, servicing, inspections, warranties and facilities activity.

Candidate qualities

• The employer seeks someone proactive, organised and practical, with confidence to follow actions through and raise issues early.
• Work with external competent consultants when specialist health and safety advice is needed.

About Breathe