Main duties and responsibilities:
General Administration
1. Manage and coordinate facilities and office operations, to ensure office operations and procedures are efficient. Point of contact for building manager and Landlord. Attend meetings and negotiate “fixes” as the company grows.
2. Administer facility maintenance contracts including, cleaning, repairs, entry and exit to the office
3. Negotiate corporate rates and maintain relationships with hotels
4. Ordering office supplies and staff refreshments.
5. Fire Marshal duties
6. Fire safety
Expenses
7. Manage, and maintain Expense Management System - Certify.
8. Process expenses for multiple offices globally
9. Reconciliation of Management credit cards
10. Reconciliation of Company Credit card
11. Manage and ensure all general office expenditure over £100 is authorised by management in line with company policy.
Equipment
12. Maintain all office supplies
13. Maintain (non-IT related) office equipment
14. Order equipment as and when necessary
Travel
15. Arrange travel and hotel accommodations for non-fee earning staff, and compliant with company policy
Management support
16. Prepare correspondence where necessary
17. Ad hoc admin duties for directors
18. Events management as and when necessary
19. Administer Group distribution lists for company documents, ensure they are signed by directors and sent back (as and when necessary)
HR
20. General Admin duties, support as and when needed
General Administration Responsibilities
Ensure smooth running of the physical office space and meeting rooms (tidy, well-stocked etc.) Answer and direct inbound calls Coordinate local and international travel and related documentation (ad Hoc) Manage suppliers, service contracts and local office subscriptions, Manage meeting room bookings Coordinate courier and mail and maintain records, DHL etc. Attend and contribute to monthly Operations meetings with the external building manager Waitrose food order weekly Monitor and respond to all email queries from all entities.
Premises/Assets
Ensure the physical office environment is professionally presented, organised, and clean; take prompt action to rectify issues Maintain and update Hotel contracts, The Londoner, Café Royal, 1 Hotel Liaise with building manager(s) and landlords, attend fire warden training, maintain office access cards Coordinate replenishments for consumables, stationery, or office supplies Coordinate equipment maintenance and purchases
Human Resources Support
Assist with light administration, including onboarding/offboarding of staff Monitor holidays Maintaining Bamboo HR system where necessary
Primary contact
21. Barclays credit card
22. Mobile Phone company
23. DocuSign
24. Adobe
25. Viking office supplies
26. Financial Times
27. Ricoh Printer Login
28. Visitors log in JLL Touchpoint system