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, Ability to run a CRM system and thrives in a fast-paced environment. The role will ensure smooth daily operations by providing essential senior administrative and organisational support.
Key Responsibilities:
- 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.
- Handle and prioritise email correspondence, phone calls, and other communications on behalf of senior management.
- Consult with senior management to develop operational enhancements, streamline processes and increase team performance.
- Maintaining confidentiality of sensitive information.
- Interact with customers professionally by phone, email or in-person to provide information and direct queries to appropriate colleagues.
- Provide administrative support for various projects, ensuring deadlines are met.
- Manage and coordinate calendars, including scheduling meetings, appointments and events.
- Administer employee entitlements: Authorise leave requests, review timesheets and allocate hours to spreadsheets, liaise with payroll personnel.
- Partner with outsourced HR provision to update and maintain office policies as necessary.
- Chair meetings and minute take, as and when required.
- Prepare reports, presentations, and documents.
- Generate application statements and invoices, ensuring that all items are invoiced and paid on time.
- Process incoming vendor invoices by reconciling against purchase orders and problem solving where necessary.
- Manage contract and price negotiations with office vendors, utilities, service providers.
- Organise physical files and digital records to ensure ease of accessibility and retrieval by team members
- Coordinate with IT department on all office equipment
- Maintain the office condition and arrange necessary repairs
- Provide general support to visitors
Requirements:
- Proven experience as an Office Manager /Personal Assistant or in a similar senior administrative role.
- Excellent organisational and time-management skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Experience and knowledge of a CRM software system (Job Logic).
- Ability to handle sensitive information with discretion and confidentiality.
- Detail-oriented, with the ability to multitask and prioritise effectively.
- Ability to work independently and take initiative when needed.
- Strong problem-solving skills and a proactive approach to challenges.
Desirable Skills/Qualifications:
Experience in working as an office manager/ PA or senior Administrator.
Knowledge of Facilities Management, Property Services or HVAC
Knowledge of CRM System or similar.
Benefits:
20 Days Annual Leave (Pro-Rata) + Bank Holidays
Company Pension
Free Parking
For more infromation, please apply with your up to date CV.