Office Administrator

Department:

G&A Operations

Location:

Reading, UK

Acquia, is transforming the digital strategies of companies all over the world with our open cloud platform. We are passionate and relentlessly committed to helping our clients create digital experiences that are more relevant, personalized, and built for a fast-changing, always-connected, mobile-first world. Headquartered in the US, we have been named as one of North America’s fastest growing software companies as reported by Deloitte and Inc. Magazine, and have been rated a leader by the analyst community and named one of the Best Places to Work by the Boston Business Journal. We are Acquia. We are building for the future of the web, and we want you to be a part of it.

Acquia is defining the present and future of digital experiences on the internet. Our SaaS services enhance the capabilities of Drupal and other open source and proprietary platforms for our customers to provide contextually relevant content to their users. Acquia is a high-growth company, so this position isn't for the faint of heart. However, if you enjoy the thrill of riding the rapids and love the sense of accomplishment after having navigated tricky obstacles, then Acquia will be a continually rewarding experience for you.

Key Responsibilities:

Reception:

  • Meet and greet visitors as first point of contact in the business.
  • Manage the reception area & maintain a high standard of housekeeping at all time
  • Liaising with customer and visitors in a professional manner via telephone & face-to-face
  • Transferring telephone calls and logging messages accurately
  • Organise and distribute all Post/Couriers/Deliveries (Incoming and Outgoing Items)

Administration:

  • Issue and log all employee and visitor passes
  • Ensuring car park keys and guest passes are logged
  • Support employees as required for all outgoing mail and campaigns
  • Checking and forwarding invoices and mail to the relevant recipient in a timely manner
  • Ad-hoc administration tasks e.g. Travel bookings including flights & taxis, and setting up internal and external meetings
  • Creating and ordering business cards for employees
  • Sending weekly receipts of office expenses to accounts every Friday
  • Filing confidential information accurately
  • Providing administrative support to the Marketing team
  • Proactively ensuring Acquia fulfills it’s H&S obligations, providing employees with a secure and safe working environment
  • Liaising with remote employees to provide support
  • Liaising with other office (gent, France, Munich & Boston) to provide any administrative support such as couriers
  • Liaising with building maintenance, security, electricians and other 3rd parties
  • Monitoring all inventory of stock

Office Maintenance:

  • Monitor and maintain all areas of the office, including kitchens, bathrooms, office floor checking for faults, cleanliness etc
  • Liaising with cleaners and monitoring kitchen equipment & potential faults or health risks
  • Regularly check meeting rooms and ensure they are set up correctly and presentable
  • Logging fire alarms and drills assuring all fire equipment is checked every Friday
  • Setting up meeting rooms & clearing afterwards
  • Setting up new hire desks – keyboard, monitor, phone etc.
  • Ordering and maintaining the stationery including laptops, cutlery etc
  • Order Kitchen supplies and snacks as required, ensuring stock is maintained and replenished when needed
  • Ordering office lunches as requested for departments & customer meeting
  • Stock control of marketing materials/swag and
  • Organising cards / flowers for employees as requested
  • Organising office events such as Summer Party, Christmas Party
  • Organising in office activities e.g. Ping pong matches, darts competition

Person Specification:

  • IT skills in MS Office, Internet, Apple software
  • Well organized with strong attention to detail
  • Ability to use initiative, plan and prioritise own workload
  • Excellent interpersonal skills, self-confidence to interact well with all levels of management and staff, internally and externally
  • Professional personal presentation
  • Be passionate, creative, have a strong sense of initiative, be enthusiastic and sociable
  • Good sense of humour
  • Able to work under pressure, learn new tasks quickly and adhere to deadlines
  • Open and flexible attitude