Department Administrator

Job Title

Job Description Summary

Job Description

We are looking for an enthusiastic and proactive administrator/office coordinator to join our Regional Team. This is a key support role within a very busy department, requiring someone who is motivated, well-organised, and comfortable working both collaboratively and independently. You will support both the local team and the wider National Admin Team to ensure the smooth running of daily operations across secretarial, administrative, and financial functions.

Core Responsibilities

• General office coordination including monitoring and restocking office supplies, scheduling services, managing office supplier invoices, and coordinating with internal IT for equipment upgrades and asset logging

• Registering new opportunities and jobs on internal systems, creating conflict check reports, and maintaining appropriate filing

• Assisting with the preparation of engagement letters, ensuring proper signing and storage

• Typing and formatting correspondence, reports, and PowerPoint presentations

• Supporting local marketing activities, including updating online adverts, ordering brochures and signage, and logging print adverts

• Raising invoices and credit notes using the B2O system

• Creating new customer and supplier records on B2O/Workday

• Managing international fee shares and intercompany agreements

• Maintaining team records, including meeting minutes, work in progress reports, and forecasting documents

• Managing and updating team contact databases

• Handling incoming calls and accurate message taking

• Creating and maintaining spreadsheets, schedules, and lists using Excel (intermediate level)

• Updating internal systems such as Engage and local agency databases

• Supporting job file management, including opening, maintenance, closure, and archiving in line with procedures and compliance requirements

• Assisting with ad hoc duties and contributing to team-wide or business unit initiatives

• Prioritising and managing daily workloads for a busy team

• Attending and contributing to meetings, as required

Qualifications and Skills Required

• Proven experience in an administrative or office coordination role, ideally within a professional or corporate environment

• Strong communication skills, both verbal and written

• Confident IT user with proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with systems like Workday or similar platforms

• High level of organisation, time management, and attention to detail

• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment

• Professionalism and discretion when dealing with sensitive information