Office Administrator/Coordinator

Full time role/flexibility for part-time if required; office-based role

Job Summary:

This role is to assist and support the Office Manager/HR Coordinator with overall general housekeeping and office administration duties.  It requires high attention to detail skills, excellent customer service, a can-do attitude, to own and be responsible for tasks.

This role is responsible for managing and driving forward the ISO accreditation/process required to support the efficiency of the office.  It also includes providing PA support to the Managing Directors.

This role will report into the Office Manager/HR Coordinator.  It is expected that these roles will be able to provide cover for each other as required, the task list breakdown is listed in the attached document.

The Company:

Tjarks and Tjarks has 30 years-experience of designing and producing brands that win at the retail shelf.  Our clients trust us time and again, over decades, to lead them through the changing dynamics of the shopper world and to design packaging that ensures their brands are picked first. We deliver our 360 design to artwork philosophy efficiently, faithfully and accurately, across the globe.  We create and produce as one seamless, joined up team of experts, all under one roof.

Job Responsibilities:

  • To assist the Office Manager in all office management duties such as but not limited to; housekeeping duties to assist with the upkeep and maintenance of the office; arranging deliveries/post; finance administration as required; arrange couriers, receive deliveries, organise post, organise taxis as required, stationery and management of petty cash.
  • UPS shipments and reconciling UPS invoices when required .
  • To answer telephone calls, receiving visitors and manning the reception desk.
  • To deliver a 5* welcome and assistance of on-going coordination and support to all guests, clients and visitors.
  • Assist with the invoicing process for the Company’s international clients.
  • Manage Health and Safety requirements/policy; making sure the office is abiding by all required facility management laws and regulations.
  • Assist and in time update and maintain emergency handbook and office management manual.
  • Assist and in time manage ISO accreditation and procedure.
  • Property maintenance and assistance with the Managing Directors property portfolio.
  • PA support to Managing Directors.
  • Management, set up, and regular upkeep of internal telephone system.
  • Creation of organisation chart and regular upkeep.
  • Any other general administration tasks when required.

Job Skills & Qualifications:

  • A minimum 1 year’s office administration experience.
  • German language skills A Level/business standard advantageous but not essential
  • Experience in dealing with invoices would be advantageous
  • Excellent attention to detail skills is essential
  • Experience in dealing with property maintenance is advantageous
  • Experience with ISO accreditation is advantageous
  • Experience in Health and Safety requirements is advantageous
  • You will have experience in MS Office (Outlook/Word/Excel).
  • Experience in using MAC IT/PC systems is advantageous
  • To be Tech Savvy and have the knowhow to research and assist with trouble shooting when required
  • You will be able to balance and own your own workload.
  • You will be flexible and able to co-ordinate multiple tasks in a fast-paced environment.

Attributes:

  • Excellent attention to detail and works with precision.
  • Effective project manager, able to manage workload.
  • Honest, trustworthy, and able to work unsupervised.
  • Demonstrates initiative, is creative and contributes ideas.
  • Pragmatic approach to problem solving without cutting corners.
  • Friendly, approachable, respectful and a positive team player.
  • Flexible, adaptable, calm whilst working under pressure.
  • Professional with excellent communication skills.
  • Proactive, takes ownership of daily tasks with a can-do attitude.
  • Must be able to work flexibly to meet the needs of the business.

 

Job Description – the job description is written at a specific time and is subject to change as the demands of the business and role develop.  The role requires flexibility and adaptability and the employees of the company need to be aware that they may be asked to perform tasks and be given responsibilities not detailed on this job description.

Equal Opportunities – as a company, we adhere to and promote equal employment opportunity for all, regardless of any characteristic as protected by law.

Data Protection – any information we receive as part of an enquiry about opportunities with Tjarks and Tjarks Design Ltd including personal contact details, CV and email address will be kept and used for recruitment purposes for a period of at least one year.  You can view the Privacy Notice at https://tjarksandtjarks.com/en/job-applicant-privacy-notice/. Please contact us on careers@tjarksandtjarks.com if you wish us to delete any information you have given us and, subject to our rights and obligations under the GDPR, your information will be deleted upon request.

Application – we welcome direct applications either in response to one of our advertised vacancies or on a speculative basis. Please email your CV and covering letter to careers@tjarksandtjarks.com. Due to the volume of applicants only successful applicants will be contacted.

No search firms/agencies please.