Infrastructure Design Solutions
Office Administrator
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Company Description
Infrastructure Design Solutions (IDS) is a global ICT and security infrastructure design consultancy specializing in structured cabling and physical security engineering solutions that meet top industry standards. The company’s engineering team delivers tailored technical designs for environments such as hyperscale data centers, corporate offices, trading floors, and production studios across EMEA. IDS is known for high-touch customer service and close collaboration with trusted partners and suppliers.
Job Summary
The Office Administrator will be working as part of a dynamic team of infrastructure and structured cabling industry experts on medium/large scale projects. The primary role of the Office Administrator is to work closely with, and to provide efficient support to the group of company Directors, Office Manager, Consultants, and External Stakeholders. Delivering exceptional service through maintaining high standards of accuracy, efficiency, quality, and timeliness. The ideal candidate will have excellent organizational skills, a keen eye for detail, and the ability to handle multiple administrative tasks simultaneously.
- Support and maintain company H&S processes i.e. preparation and distribution of company RAMs, PPE, and staff training.
- Support and maintain company file structures. Process sensitive and personal data of staff, clients, and other such individuals in compliance with applicable data protection rules.
- Support and maintain the management of documentation within the organisation in a systematic and organised manner. This involves creating, storing, organizing, tracking, and distributing documents, ensuring that the right version of a document is available to the right people at the right time.
- Reports to the office manager and group of directors;
- Fully remote position;
- Monday to Friday, 08:30 – 17:00 UK time
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Role & Responsibilities
This is a full-time remote role for an Office Administrator.
- Manage diaries, appointments, timesheets, and expenses;
- Prepare and distribute correspondence, documents, and forms;
- Maintain digital filing systems to ensure documents are easily accessible;
- Handle sensitive information with confidentiality and discretion;
- Book and cancel travel arrangements, hotels, flights, car hire, etc.;
- Document control and administrative support on projects;
- Assist in the recruitment and induction of new staff;
- Maintain business policies and accreditations as required;
- Coordinate training, events, and staff meetings;
- Assist with completion of risk assessments as required;
- Responds to information requests and completes renewal tasks as required;
- Manage and renew company insurance documents;
- Maintain accident records and report as required;
- Complete personal and business expenses and associated tasks;
- Organise and attend team meetings to include taking minutes and managing actions;
- Update marketing materials and business collateral to include online content as required;
- Manage office supplies inventory and place orders as necessary;
- Provide general administration support to staff as required.
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What We're Looking For
- Highly efficient in English and Maths;
- Minimum 5 years of administration/document control experience;
- Proficiency in MS office (Excel/Word/PowerPoint);
- Excellent communication and interpersonal abilities;
- Self-motivated with highly accurate administration and organizational skills;
- Ability to multitask and prioritize tasks effectively in a fast-paced environment;
- Great attention to detail and understanding of quality control;
- Independent thinker and decision maker, proactive in their approach to complete tasks;
- Works on own initiative, with a positive can-do attitude;
- A team player with a real willingness to help others;
- Takes ownership and pride in their work;
- A genuine desire to learn new skills.
Desirable (Nice to Have)
Familiar with EDMS software: Aconex, Asite, ViewPoint 4P, EIDA, Autodesk BIM360.
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