Administration Assistant

An excellent opportunity has arisen for an experienced Administration Assistant to join a busy professional services team in York.

This is a varied role where you will provide essential administrative, reception and office support, helping to ensure the smooth day-to-day running of the office. You will be a key point of contact for clients, visitors and colleagues, so a professional and approachable manner is essential.

The Role

Reporting to the HR & Office Manager, you will support the wider business with a range of administrative, reception and facilities responsibilities.

Reception & Administration

• Act as the first point of contact for clients and visitors.
• Manage a busy reception area and multi-line telephone system.
• Manage the storage and retrieval of files, deeds and Wills, ensuring accurate records are maintained.
• Record the removal and return of files, deeds and Wills.
• Scan and archive closed files and maintain accurate records.
• Carry out general administrative duties including photocopying, scanning and document distribution.
• Monitor and respond to web enquiries.

Office & Facilities

• Ensure reception equipment is operational and report any maintenance issues.
• Order and maintain stationery and office consumables.
• Arrange couriers and deliveries, including urgent collections and deliveries where required.
• Obtain quotes and place orders for office furniture.
• Assist with general office maintenance and report any defects.
• Prepare meeting rooms and arrange refreshments and catering.
• Carry out weekly fire alarm testing.

Financial & Compliance

• Manage receipts for cash and cheque payments received at reception.
• Handle petty cash and banking duties.
• Process credit and debit card payments and complete end-of-day reports.
• Distribute payment receipts to relevant colleagues.
• Organise swears and take certified copies of identification documents.

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