Description : Office Administrator. Company : Introba Consulting Limited. Location : Hybrid remote in London

WHERE PASSION + PURPOSE ALIGN Introba are a multi award-winning team of engineers, environmental designers, and sustainability consultants. Our goal is to work towards a regenerative future in which all projects make a positive contribution to the health of the communities that they serve and the planet as a whole. We are clear in our mission – to make our impact through delivering high-performance sustainable design and developments. Job Summary Our busy London office is looking for an Office Administrator to support our team of dedicated Engineers & Designers.

If you are and Administration professional, looking for an opportunity to work for an organization dedicated to designing better, healthier buildings, we'd love to hear from you!

The Office Administrator provides administrative support to all members of the office.

Duties include project and general administration. This position requires a professional company image and excellent telephone manner. Responsibilities & Qualifications As Office Administrator this individual will provide overall administrative support to the Office, including but not exclusively:

• Assist with Office Manager to ensure that all engineers are given the administrative and project support required.
• Deal with incoming calls and monitor voicemails.
• Tea/Coffee making for visitor’s or staff when necessary and ensure reception area is presentable at all times.
• Ensure that the office is kept clean, tidy and safe at all times, including ensuring that all recycling is being carried out correctly and all systems adhere to the Introba Management System and Hygiene Guides.
• Maintaining the monthly office checklist to comply with health and safety regulations for London and Oxford including checking the First Aid Boxes.
• Office equipment maintenance for Franking Machine, OCE Plotter and daily maintenance for the Nespresso machine.
• Photocopying, printing and binding.
• Electronic & Manual Filing including electronic archiving of projects.
• Track the Introba Archive List to ensure that boxes are destroyed after 15 years.
• Sort and distribute incoming post daily from Building Post Room.
• Raise & process purchase orders and update trackers.
• Order stationery, IT supplies, PPE and daily milk purchases.
• Book flights/trains/hotels/cars and record information for CSER
• Book Couriers and record information.
• Electronic diary management.
• Organizing /setting up of internal and external meetings including refreshments.
• Process company credit card transactions and complete monthly reports on One Deltek.
• Setting up project specifications on NBS Chorus and overseeing final version for issue.
• Cover the H+S induction for new starters when required.
• Booking of network events and updating trackers.
• Deliver Inductions on NBS Chorus to new starters.
• Formatting and typing up project reports and merge PDF’s using Bluebeam software.
• Assisting Office Manager with desk booking system.
• Assisting with PSL supplier records and filing on One Deltek.
• Scan and file Appointment and Warranty documents and complete client letters.
• Driving license /mileage checks.
• Update office intranet pages (magazines, phone lists, health and safety docs).
• Assist Office Manager with Oxford office admin duties.
• Assisting Office Manager with DSE Tasks.
• Assist Office Manager with Office Social event planning.
• Ensuring Health and fitness waiver checks are completed.
• Update admin handbook with new processes or passwords.
• Minute taking for monthly staff updates and QMR Meetings.
• Update project directories on Deltek and Newforma.
• Administrative duties for all Introba support services.

Skills & Qualifications

• MS Office skills (Excel/Word).
• Fast accurate keyboard skills.
• Excellent administrative skills.
• Ability to multi task.
• Excellent telephone manner.
• Meet and greet skills.
• Self-motivated and able to work on own initiative.
• Organised and efficient.
• Must have the ability to follow through with problem solving skills.
• Work as part of a team.
• An eye for detail.
• Educated to A Level or life equivalent.
• Polite, friendly & robust personality.
  

Additional Information
Our operations are governed by three principles; trust, nurture and inspire, with our global mission being summarised by four goals: imagine, perform, accelerate, and sustain. Over recent years, Introba have led the push to a zero-carbon future – whether through the initiating the London Energy Transformation Initiative (LETI) or the recent publication of CIBSE TM65 Embodied carbon of building service equipment that we authored, Introba have always been looking to drive change in the industry.
As well as working for a world-class building engineering design, analytic and consulting service, specialising in net-zero first thinking, our employees’ careers are developed through peer-to-peer mentoring and training, our soft skills training programme, a bespoke CPD programme and their own individual development plan backed by a generous training budget.
Employees are encouraged to build strong internal and external connections and offer social, educational and outreach activities by joining our voluntary team member-lead Employee Resource Groups at the heart of which are our focus on diversity, inclusion and belonging to the wider company.
Whether you are building on an experienced career or just starting your professional journey, there is a fantastic opportunity for you to grow with Introba while collaborating with our global offices.
We offer a competitive remuneration package, wellbeing benefits and an Employee Assistance Programme to provide mental wellbeing support, guidance and advice. Our hybrid working patterns and flexible hours help our people to achieve a healthy work-life balance. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age. You must be eligible to work permanently in the UK.