About Us

Zutec is a fast-growing technology company, providing cloud-based software for the construction property industry. Zutec’ offers best of breed solutions for Document Management, Quality Management, Handover Management and Asset Management. Today we have digitised over 35 million building documents, 1.5m+ building units, powering £250bn in building assets across the UK and Ireland. Our user-friendly and secure cloud-based software and mobile solutions save asset owners, contractors, housebuilders and developers time and money while meeting compliance throughout the building lifecycle.

We are a global company with offices in London & Dublin. It is an exciting time to join Zutec as we are progressively growing our team, providing opportunities for further career development and advancement for high achievers.

The Role

We have an exciting opportunity for an Office Administrator to join our growing team. In this role, you will be the main point of contact for all office-related enquiries, internally and externally, ensuring the smooth running of the office and associated tasks. This is a part time role offered on 12 hours per week, FTE Salary £26,333 (pro-rata £7,900 per annum). You will:  

• Monitor stock and maintain orders for all office consumables including groceries, coffee/tea, stationery, cleaning supplies, order USBs, DSE equipment, furniture and other miscellaneous items required to keep the office running smoothly.

• Meet and greet all visitors, offering refreshments, ensuring a pleasant experience and that their contacts are informed when they arrive.

• Be the main point of contact for all facilities management, including the management of maintenance contracts, ensuring all maintenance is kept on top of and repairs are carried out as quickly as possible.

• Management of all waste services with private waste service provider. Ordering all supplies needed and ensuring the business is recycling as much of our office waste as is possible, always seeking to increase how much we recycle.

• Main point of contact for the landlord, their agent and all their contractors. Liaising with them to ensure all repairs that fall under their remit are carried out with appropriate urgency and ensuring any visits from their contacts are only booked for when you can be on site.

• Responsible for Fire safety, organising Fire Drills, keeping fire safety documents up to date, being present for Fire Risk Assessments and ensuring that compliance is up to date following any findings.

• Responsible for all Health & Safety compliance, organising all documents, organising First Aid/Fire Safety/Mental Health training, ensuring all annual compliance assessments are carried out.

• Sort post/ parcel deliveries. Management of all outgoing post using specialist contract courier service.

• Manage office access including key fobs and alarm fob access management.

• Organise and lead events including Christmas, summer, social parties/events and liaise with internal and external parties to arrange meetings, travel/ accommodation, and events. 

You will also be responsible for task associated with other departments, including: 

• Operations support: Managing onboarding of new projects, allocating kick-off meetings for PMs.

• Finance support: Approval of all facilities related invoices and reconciliation of all office credit card purchases.

• Sales Support: With contracts; coordinating signatures, scanning and couriering back to clients. Additionally, obtaining feedback from clients on Zutec implementation training.

• IT support: onboarding/offboarding. Organising sending/collection of equipment, access fobs, removal of all accounts.

Requirements

You will have proven experience gained as an office administrator, or a similar role, with exceptional leadership, organisational, time management and interpersonal skills. You will have the ability to multitask and have excellent problem-solving skills, coupled with an aptitude for helping other people. You will be tech savvy, have outstanding communication skills, both written and verbal, be confident and discreet when handling and processing confidential information, work calmly under pressure, be resourceful; adaptable and able to meet tight deadlines when required.

Benefits

Throughout Zutec, our people contribute a powerful blend of talent, knowledge and experience that is embodied within the solutions and services we offer. Our core corporate values can be summed up by the acronym DATA – we like to say we’re a ‘DATA’-driven company. 

Different - We celebrate diversity. Being bold enough to question convention is crucial to finding better ways to operate. We build on the unique strengths and ideas of our people to create solutions.

Agile - Technology never stands still, and neither do we. We are always on the lookout for new ways to do things and help our customers derive more value from their business and data to maintain a cutting edge.

Transparent - We are clear and open in the way that we function and communicate. We advocate respect and transparency to get the best from our colleagues, clients and industry regulators. Better visibility empowers better insights and decisions.

Achievement - We are passionate about outcomes and continual improvement. And we know these things matter to our people and our customers, so we focus on development. We help all our stakeholders gain tangible, measurable benefits that contribute towards quality and growth.

What do we offer?

Zutec has a fantastic benefits package which is regularly reviewed and updated. Our benefits cover health and wellbeing, culture and career development. Some of our benefits include:

• Private healthcare
• Life Assurance
• Cycle to work scheme
• Enhanced Maternity/Paternity Leave
• Employee Assistance Programme
• Annual bonus opportunity
• Professional studies subscription
• Hybrid working
• Summer and winter company parties
• A very competitive holiday allowance
• Charity and volunteering days
• Access to mental health first aiders
• Company Pension scheme

At Zutec, our commitment to diversity and inclusion is at the core of who we are and what we do. We know that having diverse and inclusive teams has a positive impact on our business and customers and helps to generate better ideas to solve the complex problems of an ever-changing world. Being different is central to our DATA values, where we celebrate diversity and build on the unique strengths of our people. We know we’re all equally different, so no matter who you are, how you think, or where you’re from – you are welcome here!