Office Administrator

Freightserve are looking to recruit an Office Administrator for a well-established Worldwide Heathrow based Freight Forwarder.

Job Overview

We are seeking an experienced and highly-motivated Office Administrator to join our team, with a passion for digital solutions. Based at our London Heathrow office, the successful candidate will provide vital administrative support to ensure the smooth running of daily operations, and will play a crucial role in supporting the business’ drive towards digitisation and automation.

Principle Accountabilities

This is not an exhaustive list but outlines the main functionality & accountability in the role:

• Fully understand the needs and drivers of the business and how best to integrate these into daily tasks.
• Adopt digital solutions to streamline processes and drive efficiency.
• Work closely and build relationships with colleagues at all levels of the business to help support their day-to-day roles.
• Be an inspirational candidate and work responsibly as part of a larger team.
• Complete all work expeditiously and accurately.
• Think both proactively and reactively, taking appropriate actions in any given circumstance.
• Have a clear understanding of Health & Safety requirements and conduct Risk Assessments when required.
• Analyse data and produce clear reporting to superiors.
• Handle sensitive information confidentially and discreetly.
• Negotiate and arrange the purchase of essential office supplies and marketing materials through our approved partners.
• Administer the strict compliance standards and regulations as laid out in the Company handbook.
• Assist teams with insurance claims, maintaining accurate records.
• Book flights & hotels to support staff travel requirements, both internationally and domestically.
• Maintain up-to-date and accurate records, in line with requirements for ISO and other company accreditations.
• Maintain & update employee HR records, training records and other regulatory records.
• Assist in the recruitment and onboarding processes for new staff.
• Keep and maintain staff training records.
• Administer contracts, invoices and purchase orders.
• Complete secretarial work such as answering telephones, booking appointments, and greeting visitors.
• Organise and prepare for meetings and events, taking minutes where required.

Essential Skills and Experience

• Proven administrative experience, ideally in the freight forwarding or logistics industry.
• Have an understanding of business Health & Safety requirements in an office and warehouse environment.
• A confident user of digital platforms such as the Microsoft Office suite (Word, Excel, PowerPoint, OneNote, etc), DocuSign and online portals.
• An enthusiasm for learning HR and regulatory matters.
• Strong data entry and document management skills.
• Excellent written and verbal communication.
• The ability to work collaboratively with colleagues at all levels of the business.
• An articulate, creative thinker with the ability to share ideas succinctly.
• Detail-oriented and comfortable working to deadlines.
• Polished, personable and energetic personality.
• Be able to think both proactively and reactively, taking appropriate actions in any given circumstance.
• A strong multi-tasker who is able to prioritise effectively.
• Self-motivated with good time management.

Benefits:-

• Competitive salary
• Scope for future progression
• 25 days annual leave (plus bank holidays)
• Quarterly staff bonus scheme (subject to company financial performance)
• Company pension scheme
• Employee Assistance Programme [EAP]

Please only apply if you have the necessary experience as only people with the correct experience will be contacted.