Skills Exchange jobs

Senior Administration Officer

On Site with regular travel to production sites
Sunrise Poultry Farms Ltd / AGROVA International

AGROVA International is a fast-growing European agri-food group operating across egg production, agriculture, and functional nutrition products. Our production facilities are located in both the UK and Latvia, supplying retailers, food service businesses, and food manufacturers across Europe and beyond.

Shape the future, not just complete tasks. At AGROVA, ambitious professionals take on meaningful challenges, create visible business impact, and turn ideas into results. If you're looking to make an impact, join AGROVA.

About the Role

We are seeking a proactive and highly organised Senior Administration Officer to coordinate office operations and provide administrative support to our employees and management team. You will keep company documents, records and renewal deadlines up to date, coordinate service providers and help ensure the smooth running of our day-to-day business. This is a hands-on role involving close collaboration with HR, finance, operational teams and external partners.

Key Responsibilities

- Organise the procurement of office equipment, stationery and household supplies, food and beverages in line with office needs and the company’s established coordination and approval procedure.

- Oversee that the order and maintenance quality of the office premises meet the established office standards, ensuring that any non-conformities identified are rectified in cooperation with the responsible persons and service providers.

- Organise the reception of visitors and the preparation of meeting rooms, ensuring compliance with the company’s established access, safety, hygiene and biosecurity procedures.

- Ensure that incoming calls and requests received at shared e-mail addresses are processed and passed on to the responsible persons in a timely manner.

- Prepare and finalise letters, applications, orders, powers of attorney, and draft contracts and agreements using approved templates and instructions, and organise their coordination and signing.

- Organise the circulation of incoming and outgoing correspondence; register and systematise the company’s contracts, orders, powers of attorney and other administrative and corporate documents, ensuring that registers are up to date and documents are traceable.

- Maintain registers of insurance policies, permits, certificates, licences, membership confirmations, trademarks and domains; monitor their renewal deadlines and organise the necessary actions in good time, following approval by the responsible persons.

- Coordinate the administrative process of registering new trademarks and domains, as well as the exchange of documents and information with legal advisers, public authorities, registries and other external service providers on matters within the scope of the position.

- Ensure the electronic and, where necessary, physical storage and archiving of documents in accordance with the company’s established classification, file-naming and access procedures, and keep current document versions available to authorised persons.

- Maintain up-to-date company document templates, company details, contact information and a list of administrative service providers.

- Organise management and working group meetings, coordinating the preparation of agendas and materials, informing participants and arranging technical support.

- Prepare meeting summaries and draft minutes, recording the decisions taken, tasks assigned, responsible persons and deadlines.

- Organise business trips, partner visits and company events, ensuring the necessary bookings, information flow and documentation.

- Prepare business correspondence, presentations and information summaries in line with management’s instructions.

- Ensure that employees’ administrative requests are received, assessed within the scope of the role and carried out, involving the relevant responsible persons where necessary.

- In cooperation with HR and department heads, organise the preparation of workstations, the allocation, replacement and return of equipment, and the submission of requests to grant, change or revoke access rights.

- Act as the main contact person for the IT support provider: coordinate the handling of employee requests and monitor response times and service quality.

- Maintain administrative records of office and IT equipment, telephones, employee access cards (passes), keys and software subscriptions, and organise the issuing, replacement and return of employee passes and other means of access, as well as coordinate their activation and blocking.

- Inform employees about office working arrangements, how to obtain administrative and IT support, and any changes to these arrangements.

- Coordinate the provision of the household, IT, office equipment, postal and courier services, and other services required for the office to operate; monitor that delivery times and service quality comply with the agreements concluded, and organise the rectification of any non-conformities identified.

- Oversee the administrative records and circulation of vehicles and/or fuel cards handed over to employees for use; coordinate their allocation, replacement and return, as well as the blocking of fuel cards. Track vehicle document and mandatory inspection deadlines, compile usage and expense information, and pass data on allocation, terms of use and changes to the accounting department in a timely manner.

- Coordinate the issuing, renewal and amendment of the company’s insurance policies in line with company decisions on insurance, monitor policy validity periods and keep records of them. In cooperation with the responsible persons, compile and submit the information and documents required for insurance and for reporting insured events.

- Oversee the administrative arrangements for employee accommodation, ensuring that the company’s agreements with accommodation providers or landlords and with employees are duly drawn up, signed and updated in accordance with the approved terms.

- Maintain up-to-date records of accommodated employees, concluded contracts, obligations and deadlines, and coordinate the documentation of move-ins, changes to accommodation terms and move-outs, as well as the timely flow of information between employees, HR, accounting and accommodation providers or landlords.

- Monitor the fulfilment of the administrative requirements, notice periods and obligations set out in accommodation agreements and company rules, inform the responsible persons in a timely manner of non-conformities, outstanding obligations and potential risks to the company, and coordinate their resolution within the scope of the role.

Requirements

- Previous experience in office management, business administration or a similar role involving document control and administrative coordination.

- Strong organisational skills, attention to detail and the ability to manage several priorities and deadlines independently.

- Confident use of Microsoft Office, including Word, Excel, Outlook and PowerPoint, and electronic document management tools.

- Excellent written and spoken English, with the ability to prepare professional correspondence and communicate effectively with colleagues and external partners.

- A discreet and responsible approach to confidential information, with sound judgement about when to seek approval or escalate an issue.

- Experience coordinating suppliers, IT support, company records or employee accommodation would be an advantage.

- Experience in food production, FMCG, agriculture or another operational business would be advantageous.

Please send your CV to: hr@sunrise-eggs.com

We appreciate every application; however, only shortlisted candidates will be contacted for the next stage of the recruitment process.

In accordance with the General Data Protection Regulation (GDPR), please note that any personal data submitted as part of your application will be processed solely for recruitment purposes.

Pay: £28,000.00-£33,000.00 per year

Work Location: In person