Office Administrator (Facilities Management/Health & Safety/Reception

Cognizant require an Office Administrator for an initial 6 month fixed term contract, with further extensions likely. The successful candidate will be based in our Canary Wharf/Docklands office.

We are looking for an Office Administrator who has experience working in a fast paced & professional corporate environment. The primary role is office administration and H&S support, this includes ensuring the office is running smoothly, providing daily facility support to the Office Manager, charity campaign/office events support, supporting with Health & Safety in the office, some asset management and supporting the reception role as required.
Standard hours are 09:00-17:30 Mon-Fri with some ad-hoc flexibility.
Although the primary role is office based, it is essential that the administrator is able to work the reception role comfortably and confidently to assist with sick leave and holiday cover.

Detailed Responsibilities:

Admin Support:
- Take ownership for creating and maintaining a welcoming and professional office environment- Support reception with Front Office activities as and when required, ensure visitors, clients and associates have positive impression and the offices operate efficiently.
- Deliver excellent service to both internal customers and clients
- Manage various vendor relationships - Provide guidance/instruction/support to temporary reception staff as required
- Support reception with monitoring of supplies consumption (kitchen, stationery, welfare
- Perform daily routine verification of the office areas (verification of overall cleanliness, leaks, burnt out lights, heating/cooling irregularities, fire exits are blocked, etc.) report and follow up any issues to the appropriate channels (escalates if required)
- Manage office keys
- Manage lost & found items in the office
- Update the Admin shared files (eg Org charts, guidance documents, etc.), keeping important information accessible to the full team
- Create and maintain company support functions phone list, cabinet allocations and supports reception with locker allocations as required

Facility maintenance support
- Ensure all systems within the facility operate efficiently, laws and regulations are respected and verified, and issues are addressed professionally.
- Assist in the execution of Fire & Safety; ensuring fire exits are accessible, performing regular housekeeping checks, reporting and resolving any hazards which arise
- Manage the relationship with building maintenance services (manage work to be completed, monitor services)
- Ensure PPM schedule is adhered to
- Manage complaints

Health and Safety support
- Monitor H&S qualifications and arrange annual refreshers/re-qualifications (first aid, fire wardens, manual handling) for any CW based associates
- Issue DSE information and training to office-based staff and others as required
- Perform in-person DSE assessments and reporting when required, following high risks through to reduction
- Manage lighter laptop requests and other DSE concerns eg back support, foot rest requests in a timely and sensitive manner
- Assist with initiating a variety of task based, situational, location based risk assessments and following actions through to completion/resolution
- Ensure noticeboards are kept relevant and up to date with HSE information

Security Related Activities:
- Ensure security policies are in place and are followed at all times, irregularities reported and addressed.
- Perform a quarterly access control system review, terminating access cards as required based on manager approval
- Manage CCTV related activities (monitoring, maintenance, reports)
- Assist the Office Manager in investigating security incidents/incident reporting process

Management Support:
- Admin team proactively finds ways to implement new strategies. "Can do" attitude. Giving timely feedback on challenges and issues, making recommendations.
- Take ownership and support company management to achieve new targets and goals set
- Understand company priorities and supports management in the implementation of initiatives aiming to improve performance and business processes
- Communicate probable challenges during implementation in a timely manner
- Proactively come up with improvement suggestions of existing processes, policies and procedures
- Escalate in time any issues or activities that may eventually harm the company's best interests
- Manage relationships with senior business stakeholders to deliver to expectations and challenge these where appropriate.
- Support the Admin team and other Cognizant locations where required

Events Management:
- Coordinate and execute events related activities under the supervision of the line manager
- Organise and/or support company internal events (Diwali, Christmas, valentines, monthly office lunch, charity days etc.)
- Remain aware of client visits and VIP requirements, assisting reception with service where required

Cost Control:
Costs are monitored, budget variances reported. Be aware of available admin related budgets, monitor consumption, and consult management if activities are exceeding budget or if required

Job Requirements

Key Competencies:
- Candidate must have excellent communication skills, be friendly & approachable, and reliable. Candidate should be able to demonstrate being proactive and taking initiative to solve problems.
- Candidate must be well organised and able to balance workload and priorities accordingly. Excellent record keeping ability required.
- Candidate must show a keenness to understand facility maintenance issues and proactively resolve them, working with contractors to provide the fastest and most appropriate solution.
- Candidate should display a confidence and an ability to be calm under pressure, taking charge of any given situation. Responding positively and helpfully to challenges is essential, particularly in terms of H&S queries or complaints.

Experience: -

- Experience working in a professional corporate environment essential.

- Experience dealing with external visitors/customers required, ideally as a previous receptionist and/or office administrator.

- Experience working in field of facility management and/or Health and Safety preferred.

- Experience and understanding of working with confidential information and the importance of data security.

- Working with all levels of seniority confidently both in terms of colleagues, visitors, suppliers and facility contractors.

- Experience working in a role of individual responsibility.

- GCSEs or equivalent required.- H&S qualifications preferred

Cognizant (NASDAQ: CTSH) is a leading provider of information technology, consulting, and business process outsourcing services, dedicated to helping the world's leading companies build stronger businesses. Headquartered in Teaneck, New Jersey (U.S.), Cognizant combines a passion for client satisfaction, technology innovation, deep industry and business process expertise, and a global, collaborative workforce that embodies the future of work. With over 100 development and delivery centres worldwide and approximately 255,800 employees as of September 30, 2016, Cognizant is a member of the NASDAQ-100, the S&P 500, the Forbes Global 2000, and the Fortune 500 and is ranked among the top performing and fastest growing companies in the world.