Receptionist - Office Administrator

Administration and Office


RecruitGibraltar are currently helping our client who is a leading financial services company company who has a great opportunity for a Office Administrator / HR Assistant to join this high performance team based in Gibraltar. The company is progressive and ambitious, has a policy of promoting from within and has a dedication to professional training and progression.

What will you do as an Office Administrator / HR Assistant?

Reception duties including greeting and guiding visitors to the office
Answering the telephone and either passing calls to the correct person or taking messages
Dealing with deliveries of stationery and office supplies
Ensuring that Client visits run smoothly by making hotel and restaurant bookings and taxi transfers where required making sure that everyone is aware of dates, times and venues
Responsibility for setting up the Board Room for client meetings and ordering and arranging lunch and refreshments where required
Dealing with providers for office maintenance as directed by the COO or another Director ensuring that quotes are obtained and that the work is carried out within the agreed timescales
Ensure that all stocks of Office Stationery and Supplies are kept at the required level making orders where necessary and restocking of fridges, stationery cupboard and board room when required
Dealing with courier of documents around the world for Clients ensuring that records are kept accordingly
Daily scanning of documents for staff ensuring that these are placed in “drop box” and either couriered or returned as required
Update Sharepoint calendar to include all staff absences, meetings and visitors
Cover messenger duties when required
Undertake HR procedures including the registering of vacancies, completion of ETB Terms, Variation and Termination of Engagement forms, P7A and Social Insurance forms, setting up of Personal Files, dealing with all aspects of employment for new starters
Organisation of various Company / Client Social events as required

What do you know that makes you a great Office Administrator / HR Assistant?

Previous experience in a similar role
Confidentiality of all HR Personal files relating to Company Employees and Client Employees
Knowledge of and ability to use Word, Excel and Publisher to assist in carrying out everyday duties and responsibilities Attention to detail Organisational and Time Management skills to ensure that all tasks are carried out within the agreed deadlines

Salary £16,000 - £18,000 based on experience with benefits package.

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