Job Description
Office Administrator / Receptionist – Watford, UK
Location: Watford, England, United Kingdom
Reporting to National Operations Manager, UK
Based in Watford (WD17). Our office is based in Hyde, one of the landmark buildings in Watford. Prominently located on the Clarendon Road at its junction with Gartlet Road, we have excellent access to the ring road, Watford town centre and Watford Junction mainline railway station – so easy access for all!
This is a Full-Time Office Based role (Monday to Friday 09.00 am to 17.00 hrs)
Due to the rapid expansion, we are now appointing a newly created Office Administrator / Receptionist position to assist our expanding team. As this role is newly created it will really provide the successful candidate with the opportunity to shape the role themselves, and the following list of duties and responsibilities will adapt and evolve:
Responsibilities include:
- As the primary point of contact maintaining the smooth running of our Watford office
- Greeting visitors, answering incoming phone calls, answering enquiries, and delivering world-class service to our customers
- Coordinating appointments and meetings and managing staff calendars and schedules
- Coordinating domestic and international travel, flight, hotel, and car rental reservations
- Co-ordinating VISA arrangements for overseas visitors
- Purchasing office supplies and equipment and maintaining proper stock levels
- Co-ordinate meeting room bookings, car park booking, making reservations & placing meeting room reservation notices prior to meetings
- Co-ordinates set up of meeting rooms prior to meeting to ensure correct table/seating configuration, refreshments, notepads/pens & IT equipment, etc. Ensure that meeting rooms are cleared after use
- Greeting visitors and seating them in the reception area whilst they wait. Offering visitors with refreshments when they arrive & ensuring visitors are not invited further into the building without a prior appointment
- Ensuring all visitors are briefed on the H&S process upon arrival and always wear a visitors’ badge. Ensure badges are collected before departure. Issues access control to internal visitors if required & updating access control system and disabling cards which are misplaced
- Assisting the Operations Manager with Facilities management, e.g., liaising with contractors for routine services
- Working with our Office Administrator in Huntingdon to ensure Health & Safety Policy & Compliance, e.g., ensuring that employees complete DSE assessments routinely
- Keeps office keys securely stored & organised in the key security cabinet. Ensures keys are logged in & out accordingly
- Co-ordinates arrangements for the UK office apartment, e.g., liaising with the cleaning team & landlord
- Co-ordinates internal bookings for the apartments and keeping a record of reservations. Ensuring that visitors sign and comply with the occupation policy & are provided with instructions/maps as required
- Monitoring the UK office email mailbox and dealing with daily requests promptly
- Keeps telephone lists up to date and circulates routinely to office and field teams. Maintains the telephone directory in the Cisco phone manager
- Provides daily delivery & shipment information to customers by email as detailed in the order tracking process. Liaises with the Netherlands order team to receive estimated delivery dates for orders and ensure that orders are delivered to schedule, keeping customers appraised
- Enters daily deliveries in SAP, liaising with the UK warehouse and ensure that all goods received are entered into SAP accurately and promptly
- Co-ordinating arrangements for new starters, business cards, IT equipment, stationery, office induction, etc
- Provides administrative support for mail shots, promotional activities & general correspondence
- You will play a key role in the day-to-day operation, and be a point of contact for international contacts, as required
What are we looking for in you?
- You will have previous comprehensive experience as an Office Administrator for an international business
- High customer focused, you will demonstrate outstanding communication skills, continuous improvement mindset and collaboration skills
- Fluent English – both written and spoken
- Fully proficient on MS Office suite
- Experience with ERP (ideally SAP) and Concur would be advantageous but training can be provided
- Ability to self-motivate and work autonomously in a transient office environment with many people coming and going
- You will be energised by working in a dynamic, innovation and fast paced international business
- Ability to deal with ambiguity and ever-changing priorities
- Ability to work in UK without the requirement of company sponsorship
What’s in it for you?
With us you’ll find an inclusive environment where you can be yourself and where everyone is driven by the same purpose – Better healthcare for all.
This is a new position for candidates that are looking for a role with autonomy, accountability and responsibility, you are going to be critical in the success of our delivery through your customer service and organisation skills, and for this you will be well rewarded with a strong work / life balance, competitive salary, excellent benefits, a highly inclusive and diverse environment and opportunities for future career development in many areas.
Mindray Europe, as part of the global Mindray business, offers a wide selection of bespoke benefits dependent on your location, along with a competitive compensation package and a commitment to a long-term working relationship. With industry leading training and development available to you, you are sure to have a highly rewarding and mutually beneficial, career with Mindray, in a culture that values honesty and fun!
Our goal is to continuously improve and sustain an inclusive culture in which diversity provides deeper customer insights and creates a competitive advantage in the markets we serve. By attracting, developing, and engaging the best team of diverse, empowered associates, we help build success for ourselves and our customers.
As English is our business language - please submit your CV and application in English.
Job Type: Full-time
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