Job Summary:
We are seeking a highly organised and proactive Office Manager / Personal Assistant (PA) to support the Head Office & Managing Director in managing both professional and personal tasks. This full-time position, requiring 5 days of work per week, is ideal for someone who is detail-oriented, adaptable with full finance understanding, and thrives in a fast-paced environment. The role will ensure smooth daily operations by providing essential senior administrative and organisational support.
Key Responsibilities:
1. Management of administration staff, spearheading continuous improvements to overall office efficiency by establishing smooth workflow processes, monitoring daily productivity, and implementing modifications to eliminate operational bottlenecks.
2. Handle and prioritise email correspondence, phone calls, and other communications on behalf of senior management.
3. Consult with senior management to develop operational enhancements, streamline processes, and increase team performance.
4. Maintain confidentiality of sensitive information.
5. Interact with customers professionally by phone, email, or in-person to provide information and direct queries to appropriate colleagues.
6. Provide administrative support for various projects, ensuring deadlines are met.
7. Manage and coordinate calendars, including scheduling meetings, appointments, and events.
8. Administer employee entitlements: Authorise leave requests, review timesheets, and allocate hours to spreadsheets, liaise with payroll personnel.
9. Partner with outsourced HR provision to update and maintain office policies as necessary.
10. Chair meetings and minute take, as and when required.
11. Prepare reports, presentations, and documents.
12. Generate application statements and invoices, ensuring that all items are invoiced and paid on time.
13. Process incoming vendor invoices by reconciling against purchase orders and problem solving where necessary.
14. Manage contract and price negotiations with office vendors, utilities, and service providers.
15. Organise physical files and digital records to ensure ease of accessibility and retrieval by team members.
16. Coordinate with IT department on all office equipment.
17. Maintain the office condition and arrange necessary repairs.
18. Provide general support to visitors.
Requirements:
1. Proven experience as an Office Manager / Personal Assistant or in a similar senior administrative role.
2. Excellent organisational and time-management skills.
3. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
4. Experience and knowledge of a CRM software system (Job Logic).
5. Ability to handle sensitive information with discretion and confidentiality.
6. Detail-oriented, with the ability to multitask and prioritise effectively.
7. Ability to work independently and take initiative when needed.
8. Strong problem-solving skills and a proactive approach to challenges.
Desirable Skills/Qualifications:
1. Experience in working as an office manager/PA or senior Administrator.
2. Knowledge of Facilities Management, Property Services, or HVAC.
3. Knowledge of CRM System or similar.
Benefits:
1. 20 Days Annual Leave (Pro-Rata) + Bank Holidays.
2. Company Pension.
3. Free Parking.
For more information, please apply with your up-to-date CV. #J-18808-Ljbffr