Office Administrator

Summary of Role

The Office Administrator plays a crucial role in maintaining day-to-day business operations, serving as the primary point of contact for visitors and callers, and supporting internal departments with administrative workflows. Key duties include accurate sales order processing within NetSuite ERP, office logistics, event and meeting coordination, and new starter onboarding.

Key responsibilities:

Sales Order Management: Accurately input and process all incoming sales orders directly into NetSuite ERP
Data Integrity: Verify order details, cross-check product codes and pricing, and resolve order discrepancies with relevant sales staff or customers
Report Generation: Assist managers and departments by pulling, compiling, and formatting reports from NetSuite, CRM and other administrative systems
Front-of-House Management: Warmly greet and check in all visitors, clients, and contractors, ensuring safety and guest protocols are followed
Incoming Calls: Answer all incoming primary phone calls, address basic inquiries, and route calls and messages accurately
Stock & Supplies: Monitor inventory levels for office supplies, stationery, and kitchen consumables, placing restocking orders to maintain inventory
Meeting Room Setup: Prepare meeting rooms ahead of scheduled sessions (configuring furniture and ensuring supplies are stocked)
Catering & Hospitality: Organise lunches, refreshments, and catering arrangements for internal meetings, client visits, and company events
External Seminar Support: Coordinate administrative tasks for external representatives attending or hosting seminars

Travel Booking: Manage and book travel arrangements, including accommodations, rail/flight bookings, and transport for team members and leadership

New Starter Setup: Coordinate administrative onboarding for new hires (preparing welcome packs, arranging workstations, ordering required supplies, and scheduling orientation slots)

Social Events & Fundraising: Support with organising company social events and the annual fundraiser

Requirements of the role

Experience: Experience in Administration or Customer Service roles is preferred, but not essential
Attitude: Enthusiastic, proactive and willing to learn
ERP Experience: Experience with NetSuite (or a similar ERP system) for order processing and reporting is ideal, but not mandatory as full training will be provided
Organisational Skills: Excellent time-management skills with the ability to prioritise multi-step tasks
Communication: Clear, professional telephone manner and strong written communication skills
Attention to Detail: High level of accuracy in data entry and administrative reporting
Software Proficiency: Strong knowledge of Microsoft Office (Excel, Word, Outlook)

Key Contacts

Operations and Warehouse teams
Internal and External Sales teams
All established or potential customers (including Merchants, Contractors, Councils, Architects and Engineers

What we offer in return

Salary: Competitive salary
Working Hours: Office opening hours 8.15am – 4.30pm (standard working day is 7.5 hours, with a 7 hour day on Fridays)
Dress code: Smart casual, with dress-down Fridays
Holidays: 25 days holiday plus bank holidays. (4-5 days reserved for Christmas shutdown)
Company Bonus: Structured company bonus scheme (earn up to 10% of salary after successful 6 months’ probation
Healthcare: BUPA healthcare coverage following 6 months’ probation
Additional Benefits: Death in Service scheme and Auto-Enrolment Pension