ADMINISTRATOR - JOB SPECIFICATION

Host is a creative network organisation dealing primarily with ethical clients (high expectations, not a lot of cash). So, running a place like Host requires unusual levels of conviction, pride and initiative - it's more of a life thing than a job thing. If you could handle this in your sleep email your CV to Anna at anna.mobley@hostuniversal.com.

DAY TO DAY DUTIES

o Open the office at 8.30am
o Answering telephones/co-ordinating and fielding calls
o 1st point of contact for clients/suppliers
o Dealing with building management company on all aspects of building maintenance
o Monitoring and management of contract suppliers/upkeep of office i.e. Cleaners, equipment maintenance and repair
o Monitoring and ordering of required office supplies including stationery, toiletries, cleaning materials and provisions
o Providing administrative support to 2 directors including planning and organising meetings - co-ordinating diaries, raising invoices, orders etc.
o Be responsible for maintaining photocopier/IT systems/phone system/back up systems
o Incoming and outgoing mail - assess and distribute incoming mail. Daily franking and posting of outgoing mail.
o Management of Petty Cash

WEEKLY DUTIES

o Working closely with our book-keeper and accountant to advise and resolve any book-keeping issues
o Ensuring all incoming and outgoing invoices are approved by the appropriate managers and filed ready for the book keeper
o Managing timesheets for all projects and producing monthly reports
o Attendance of weekly work status meeting (to ultimately run the meetings)

ONGOING DUTIES

o Providing additional administrative support on specific projects when requested, including background research etc.
o Updating existing database with supplier/ clients
o Re the Host Universal web site, the management of the development of new content and uploading that content to reflect new projects
o Maintaining the smooth running of office data systems (email to servers)

SKILLS

o To be comfortable working with numbers (some experience of bookkeeping would be great but not essential)
o To be a self starter, to be able to use initiative
o To be willing to take ownership of projects
o Good at working with detail and being able to see the big picture
o An effective communicator - both orally and in writing
o Knowledge of Microsoft Office, Macs, office systems
o Experience of working in an agency environment would be an advantage but not a necessity
o Interest in ethical/fair trade/environmental issues.