OFFICE ADMINISTRATOR

Office Administrator Opportunity

About KNDS UK:

With over a century of engineering expertise and innovation, KNDS UK is a renowned world leader in rapidly deployable military bridging systems and a key partner in the UK MoD’s Boxer armoured vehicle programme.

We are proud of our heritage and our reputation of providing the highest quality engineering solutions for over 100 years. As a trusted partner to military customers around the world, our employees are the very heart of our company. We have a skilled and experienced workforce dedicated to achieving excellence in all areas of the business such as Manufacturing, Engineering, Project Management and Business Support functions.

As our business evolves, we are looking to strengthen our workforce with talented and motivated individuals across a range of disciplines and currently have this opportunity available.

About the role:

The main purpose of this role is to work in conjunction with departments to support the business with general administrative duties.

Key duties include, but are not limited to:

• Travel Coordination: organising domestic and international travel for personnel including flights, accommodation, and transport arrangements. Assist staff and visitors with travel to and from the site, ensuring seamless logistics for both inbound and outbound travellers. Provide comprehensive support for inward and outward secondees, managing travel, accommodation, and onboarding/offboarding logistics.
• Vehicle and Transportation Management: Arrange cars as needed, oversee the control and scheduling of company and pool cars, and ensure maintenance of up-to-date driving licence records for personnel. Book taxis for staff and visitors as/when required.
• Office Supplies and Stationery: Manage the distribution and inventory of stationery supplies for all departments, ensuring timely replenishment and efficient usage.
• Mail and Communication Management: Oversee incoming and outgoing mail processes, ensuring accurate and timely distribution within the office.
• Meeting and Hospitality Support: Arrange hospitality for meetings, including refreshments and catering as needed. Prepare meeting rooms before and after use, ensuring a professional and welcoming environment with clean crockery and refreshments provided daily.
• Kitchen and Facility Management: Maintain staff kitchen areas, ensuring they are fully stocked, clean, and presentable daily. Laundering of branded table cloths in meeting rooms, repining them to ensure that the KNDS logo and table cloth is clean and tidy. Cleaning & restocking coffee machines in the meeting rooms. Maintenance of foliage in reception, watering, removal of dead leaves/flowers. Management of cleaning team to ensure that reception, meeting rooms and office areas are cleaned and well maintained.
• Procurement of Supplies: Regularly order essential supplies such as milk, coffee pods, and other daily office consumables. Conduct routine trips to suppliers (e.g., Costco) to purchase bulk items, including tea bags, biscuits, bottled water, and cleaning products, ensuring adequate stock levels are maintained.
• Event Management: Provide logistical and administrative support for corporate and staff events, collaborating with Marketing and HR teams. Manage all event preparations, including venue booking, catering arrangements, setup, and coordination of materials and supplies. Ensure smooth execution of events by overseeing onsite logistics, addressing any issues that arise, and supporting post-event cleanup and evaluations.
• Director Support: Provide support to directors with personal business arrangements such as meetings, travel, and calendar coordination. Support with the coordination of the annual calendar of events for the Company such as Remembrance event, Christmas activities, Charity events.
• Reception and Visitor Support: Provide front-of-house reception duties, greeting and assisting visitors in a professional and welcoming manner. Update and display the visitor announcement template on the reception TV to ensure a polished and informative experience.
• Administrative Assistance: Support various office departments with administrative tasks as required, adapting to the needs of the team. Take minutes when required during meetings, ensuring accurate and concise documentation of discussions and action points. Process expenses for the Senior Leadership Team (SLT) using the designated expense portal.