Our client is seeking an Office Administrator to ensure smooth daily operations and facilities management within their Guernsey office. This full-time role, comprising 35 hours per week, is integral to maintaining efficiency and providing vital administrative support to the business. The successful candidate will be responsible for the accurate and compliant management of both physical and electronic records, particularly within a regulated financial services environment. This position plays a key role in maintaining document integrity, supporting internal teams, and adhering to statutory and regulatory requirements. Additionally, the post holder will report directly to the Associate Director of People and Culture.
Job Duties:
- Manage reception duties, including answering calls, responding to emails, greeting visitors, and setting up the boardroom for meetings
- Monitor and order office supplies and stationery
- Coordinate maintenance tasks and liaise with vendors
- Handle incoming and outgoing mail and courier services
- Ensure compliance with workplace health and safety regulations
- Maintain emergency procedures and first-aid supplies
- Assist with basic trust/pension administration tasks
- Handle confidential documents securely and assist with AML/KYC processes as required
- Receive, sort, scan, and electronically file incoming documentation daily
- Retrieve and manage trust, statutory, and client documentation upon request
- Maintain accurate filing and logs, tracking document movement
- Organise and oversee physical archives, ensuring secure storage and disposal
- Ensure compliance with document retention policies and legislative guidelines
- Maintain data quality across electronic systems
- Support internal audits or reviews of document management procedures
- Collaborate with internal teams and third parties to obtain necessary documentation
- Assist with ad hoc projects such as data quality initiatives and process improvements
- Perform other reasonable tasks within the scope of the role to support the business
Job Requirements:
- Previous experience in office administration and/or document management, preferably within financial services
- Experience in physical and electronic document management and archiving is desirable
- Knowledge of compliance and regulatory obligations, including document retention and secure disposal
- Proficiency in Microsoft Office and electronic filing systems
- Strong organisational skills and high attention to detail
- Excellent communication and interpersonal abilities
- Reliable team player with a proactive approach and capacity to work collaboratively
- Ability to manage multiple tasks and meet deadlines
- A commitment to confidentiality and discretion in handling sensitive information
What You’ll Love:
Joining our client promises a vibrant work culture characterised by exceptional organic growth and a friendly team atmosphere. Employees will have a meaningful voice in client services and operational improvement, along with opportunities to take part in team and company sports and social events. The office offers a bright, open-plan environment with stunning views over St Peter Port, complemented by a comprehensive benefits package including paid holiday, healthcare, pension, and support for training and professional qualifications. Flexible work hours are considered on a role-by-role basis, making this a fantastic opportunity for the right candidate.
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