Office Assistant

Job Description

Role: Office Assistant

Reporting to: People, Culture & Office Manager

Location: Stevenage, part time

We are looking for an Office Assistant to provide essential, versatile and innovative support to ensure the smooth and efficient operation of the office. This will require a proactive approach and an ability to adapt well to changing needs and finding creative solutions to any issues that arise.

In addition, the role will involve a range of administrative and HR tasks, where you will require strong organisation skills, good attention to detail and the ability to handle confidential information with discretion and maintain data security.

Having exceptional people/communication skills and being able to establish positive relationships and engage with internal and external stakeholders is essential for this role.

Responsibilities and duties

• Managing the general upkeep of the office, including coordinating maintenance and repairs.
• Managing supplier relations such as the cleaning company, utilities, landlord etc.
• Office supply management - replenishing office supplies where necessary. Requires a driving licence and access to a car.
• Procurement of office equipment and stationery, and keeping asset management database up to date.
• A range of HR tasks, including employee relations, employee onboarding, employee reporting (absence management) and the maintaining of employee records.
• Providing general support to our managers and employees, including executive level.

Other responsibilities of the role

• Strong technical, analytic and problem-solving skills.
• Managing sub-tenant relations.
• Greeting visitors on arrival at the office & accepting deliveries.
• Post duties.
• Organising refreshments before/during/after business meetings (internal and external).
• Fielding Head Office telephone enquiries.
• Organising employee travel arrangements and accommodation, as/when required.
• Keeping health & safety documentation up to date, working with relevant appointed persons.
• Maintaining the third party supplier management database to ensure compliance with ISO27001.
• Supporting on the planning & organisation of office socials and company events.
• Supporting on the drafting, creation and distribution of new company policies.
• Conducting research on HR legislation, policies, best practices, and professional development courses (to name a few), providing summaries and recommendations to support decision-making and compliance.
• Handling office and group wide correspondence.
• Proactively maintain and consider improvements to the office’s functionality and social areas to create an inviting, dynamic space that fosters collaboration and relaxation.
• General admin tasks, such as scanning, photocopying and shredding, and the scheduling of meetings/interviews as required.
• Assisting in the preparation of Vibe branded presentations, reports, and spreadsheets as/when required.
• Compliance with Vibe's equality, diversity, inclusion and data protection policies and procedures.
• Adhoc duties.

People Management

• Supporting the People, Culture and Office Manager with internal comms.
• Be available to all team members companywide for administrative support.
• Live and breathe the company values.
• Be an Ambassador for Vibe to all internal and external stakeholders.

Interested in joining our team?

To apply, please send your CV and a covering letter, clearly stating how your skills and experience meet the requirements of the role, to makeadifference@vibe.travel.

We encourage you to submit your application at your earliest convenience as we will be reviewing applications as they are received.

Vibe Systems is proud to be an equal opportunity employer and our commitment to this extends to all aspects of the working relationship right from recruitment and selection through to termination of employment. All qualified applicants will be considered for employment without regard to race, colour or nationality, ethnic or national origins, sex, gender reassignment sexual orientation, marital or civil partner status, pregnancy or maternity, disability, religion or belief, age or any other ground on which it is or becomes unlawful to discriminate under the laws of England and Wales.