Office Administrator in London

Northreach is a dynamic talent solutions specialist that connects businesses with top talent in the cell & gene therapy, fintech, and digital sectors. Our mission is to provide a seamless and personalised recruitment experience for clients and candidates, and to create a positive work environment that encourages equality, innovation, and professional growth.

I am currently partnered with a growing and innovative Cell Therapy business in London who are actively seeking an experienced individual to fill the pivotal role of Office Manager (with Document Management). This position demands a high level of precision, office management, and the ability to manage detailed document control. The successful candidate will ensure optimising office operations to enhance overall organisational efficiency whilst also managing the seamless flow of documents but will also play a crucial role in. Day to day, the person will ensure efficient operation of the my client's London offices & Manufacturing spaces to provide a safe, compliant and productive environment for all employees, contractors and visitors, taking charge of General Administration and Office Document Control (Quality, Manufacturing, Safety, Training etc.).

The role will maintain a presence across all of the London offices and Manufacturing floors acting as a point of contact for the respective teams for administrative support.

Key Responsibilities:

Administrative:

• Order and maintain office equipment, supplies and services as well as employee personnel protective equipment and manufacturing consumables, as required.
• Negotiate corporate rates for office suppliers, service providers and local companies providing catering or accommodation for employees and visitors across the sites
• Process relevant purchase orders, invoices and delivery notes using the My Amici system and keep local financial records up to date to support month and quarter-end reporting
• Coordinate with local suppliers and Accounts Payable functions for orders, deliveries and relevant documentation
• Provide onboarding support to new hires by generating training manuals for staff and coordinating training sessions within sites and external providers, ensuring that training files are keep contemporaneous.
• Maintain a tracker to demonstrate training status across the team and highlight areas requiring action
• Coordinate withdifferent sites for site visitors, external and employees, to meet all site procedures and documentation requirements
• Be the point of contact between lLondon offices
• Plan, organise and schedule meetings for management and teams, both internally and externally when required
• Spearhead office administrative functions, optimising processes for increased efficiency
• Act as a liaison between department heads, ensuring effective communication and coordination.
• Develop and implement process to streamline administrative workflows.

Collaboration and Communication:

• Facilitate cross-departmental collaboration to ensure accurate and timely document exchange
• Regularly communicate document control strategies, open actions and updates to relevant stakeholder
• Collaborate with teams to integrate document control and office administration in line with current systems throughout the administration.
• Set up and maintain action tracker metrics for teams to demonstrate control of the process and ensure activities are followed up by maintaining and updating an actions tracker across the different teams
• Collaborate with company colleagues on shipments on non-GMP materials, supplies, IT equipment and other items sent to the the offices when required

Information Management:

• Oversee the creation, classification, retrieval, and disposal of documents throughout their lifecycle
• Implement document management and control systems to enhance accessibility and traceability
• Implement continuous improvement initiatives in the areas of document control
• Develop and implement robust document control policies, ensuring alignment with client's requirements and industry standards
• Implement and oversee a rigorous quality assurance program for all documents utilizing and ensuring Q-Pulse is maintained and up to date
• Ensure compliance with industry-specific standards, regulatory and quality requirements, and organizational policies
• Address compliance issues promptly and implement corrective measures

Experience:

• Demonstrate strong progressive experience in office administration and comfortable in a fast paced small company environment with minimal direction
• Financial acumen in managing accounts, ordering materials and supplies and handling and processing invoices
• Advanced proficiency in document management software and Microsoft Office Suite
• Strong analytical and problem-solving skills
• Exceptional communication and organisational abilities
• Ability to influence and collaborate with stakeholders at various levels.
• Able to work collaboratively within a team, supporting one another and held accountable for project deliverables.
• Personal drive and goal orientation.
• Detail-orientated and accurate.
• Professional and personable communication skills.
• Driven to solve problems pragmatically.
• Demonstrates strong organisational and prioritisation skills to manage a diverse workload.
• Excellent working attitude, reliability, and flexibility.
• Desire to work with integrity and act as an ambassador for my client and the wider business.

BENEFITS

• Holidays: 25 days per year.
• Life Assurance: 4 x base salary.
• Group Personal Pension: Auto enrolled at 6% employer contribution, 3% employee contribution.
• Private Medical Insurance for your whole family.
• Annual Bonus.

Northreach is an equal opportunity employer and we do not discriminate against any employee or applicant for employment based on race, colour, religion, sex, national origin, disability, or age. We are committed to promoting diversity, equity, and inclusion in the workplace and hiring practices, therefore only partner with business that promote DEI. We strive to create a welcoming and inclusive environment for all employees.