Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
Manage courier and postal services.
Monitor and replenish office supplies.
Procurement & Financial Administration
Manage the creation, processing, and receipting of purchase orders.
Action Head Office invoice workflows, ensuring timely and accurate processing.
Maintain accurate financial records and support budget-related administration.
Work with finance department to monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.
Travel & Logistics Coordination
Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
Manage travel profiles, preferences, and approvals.
Ensure cost-effective travel planning aligned with business policies.
Fleet & Equipment Management
Oversee fleet administration, including adding/removing vehicles from insurance databases.
Act as the central contact for vehicle providers, insurance partners, and internal users.
Maintain accurate fleet documentation, mileage logs, and compliance records.
Telecoms & Group Account Administration
Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
Maintain asset registers and ensure accurate charging to cost centres.
Liaise with telecoms providers and ensure adherence to group policies.
Head Office Training Coordination
Coordinate with the Institute to maintain training records for Head Office employees
Support the Institute team to ensure seamless delivery of employee development programmes.
Governance
Interfaces and relationships with key stakeholders
Board Members
Head Office Employees
HR, Finance, Procurement & Training Teams
External partners, suppliers, and service providers
Visitors and clients
Person Specification
Qualifications and experience
Minimum of five GCSEs (A*-C or equivalent), including Maths and English.
Significant experience supporting senior leaders or executives in an administrative or coordination role.
Experience with financial systems, purchase order processes, and GRN workflows.
Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
Excellent time management and organisational skills to manage multiple tasks.
Excellent organisational, communication and interpersonal skills
Be able to work under pressure, be a team player and have a high level of self-motivation.
Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.
Desirable criteria
Experience with fleet, travel, telecoms, or facilities administration.
Knowledge of accounting or payroll principles and/or systems.
Additional Attributes
Professional approach and excellent attention to detail.
Comfortable working independently while supporting multiple senior stakeholders.
Commitment to continuous improvement and service excellence.
Values
In line with Omexom’s values, the jobholder must possess the following qualities:
Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.
