Job Description:
Office Assistant
Reporting To:
Directors and Finance Manager
Purpose of Role:
Working closely with the Directors and Finance Manager, the Office Assistant will play a vital role in ensuring the efficiency and organisation of daily operations. This front-facing, people-oriented role involves handling enquiries, managing phone communications, and providing essential administrative support. Additionally, the Office Assistant will assist the Finance Manager with tasks such as raising invoices and logging payments. This position offers an excellent opportunity to upskill and gain comprehensive insight into business operations and management. The role will require 20% of the time dedicated to assisting with finance related matters and 80% general office management.
Hours:
9am-6pm Monday - Thursday, 9am-4pm on Friday
(Please note, due to the nature of this role, this will be full-time office based position)
What we are looking for:
* Excellent communication skills, fluent spoken and written English
* Prior experience in managing an office would be advantageous
* Proficient in microsoft applications. Any knowledge of Adobe software would be advantageous
* Assertive and well-organised with a meticulous attention to detail
* Ability to work in a fast-paced environment
* Cooperative attitude with excellent telephone manners
* Self-motivated and capable of working independently, switching tasks efficiently
* Knowledge of Xero or equivalent accounting software a bonus
Areas of responsibility:
General office:
* Assist with looking after the day-to-day running of the London Studio ensuring smooth running and efficiency of operations and administration procedures
* Manage all IT, software and telecoms across the business and work closely with the external IT consultant.
* Managing all elements of the studio maintenance, including general housekeeping, maintaining office supplies, collecting and sorting post
Administration:
* Deal with enquiries that come in either by phone or email and direct to the relevant people
* Phone management including answering the phone, filtering calls, taking messages
* Administration assistance to help with practice management and project support including assisting with fee proposals, reaching out for third-party quotes, filling out planning forms and posting where necessary
* Limited PA duties including booking travel including taxis, flights, accommodation
* Assisting with legal documents including insurance renewals and RIBA policy documents
Human Resources:
* Managing staff onboarding and offboarding
* Assist with organising CPDs
* Plan and coordinate logistics and catering of events including Summer Party, Christmas Party, internal events/socials
* Coordinating staff reviews and appraisal processes
* Assisting senior management with practice recruitment
Financial Support:
* Raising/Managing/Monitoring invoices on Xero
* Logging payments
* Adhoc finance support where needed
How to apply:
If you feel you could be a great fit for our young and dynamic practice, we’d love to hear from you. Please send across a CV to careers@weareupp.co.uk and a brief cover letter to outline your experience and why you think you’d be a good fit for the role. We look forward to hearing from you!
Salary will range between £25,000 - £32,000 dependant on experience