Description:
This position requires a person with high-quality administrative and organisational skills to manage the day-to-day operations of the office. The role will entail providing a full range of office management activities to maintain a well-organised and efficient office environment. They will work closely with senior management to provide a co-ordinated approach to the varied duties outlined in this job description. It may also involve carrying out a range of general support tasks to assist the teams in London or visitors to the office.
The role will require working in the office a minimum of 4 days a week.
Office management / receptionist responsibilities will include but are not limited to:
- Acting as the first port of call for all staff members in the office, colleagues visiting from other offices, external visitors to the office and building / landlord contacts
- To respond to all incoming emails and telephone calls/enquiries from colleagues, clients, intermediaries and service providers promptly
- Board room and meeting room diary management, setting up and scheduling of meetings and hosting of visitors
- Facilities and supplier management, to include:
- Monitoring office supplies, stationery and IT equipment, obtaining approval, monitoring expense/budget and placing orders when necessary
- Liaison with suppliers, ensuring contracts are reviewed before renewal and changes are recorded on our supplier system
- Liaising with the landlord and cleaners in relation to maintenance and repairs
- Monitoring and ordering access cards and office keys
- Liaising with the Helpdesk and local IT team to resolve any IT issues
- To handle incoming and outgoing post which will include redirecting, filing, and archiving
- General office duties and any other duties that may be required such as arranging couriers and photocopying
- Ensuring office Business Continuity Plan documents and procedure are up to date and implement testing thereof
- To liaise with the local HR representative to:
- Assist with the new starter process
- Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team
- Maintain fire and first aid training up and ensure evacuation and invacuation training is up to date
- Supporting social and engagement activities held throughout the year
- Assist with the monthly newsletter
- Work as part of the wider EA / PA team in London to provide assistance and support, particularly for holiday and sickness cover
- Financials, to include:
- Arranging payment of invoices
- Collating office expenses for approval and filing
- Invoice coding, seeking approval, filing, updating invoice log, monitoring expense/budget and answering queries from the accounts team
- Monthly credit card reconciliations
Qualifications
Degree in Business Administration or equivalent experience.
Knowledge, Skills & Experience
- Previous office management / receptionist experience required
- The ability to work whilst under pressure, respond positively to changing priorities and enquiries and to take responsibility when necessary.
- Excellent communication and people engagement skills.
- Confident user of key IT packages, including Word/Excel/PowerPoint/Outlook
- Prior experience working in a financial services environment is desirable