Job title: Office Manager / Admin & Personal Assistant
Report to: Managing Director
Location: Tilbury, Essex Office based role
Salary: Depending on experience
Working hours: 9:00 am to 5:00 pm Monday to Friday.
Purpose of job:
To be responsible for the smooth running of our head office, carry out specific admin duties and to run/assist and provide administrative support to all teams within the business as and when required and personal assistant duties to the Managing Director and other directors as and when required.
Duties and Responsibilities of the role will include:
Office Management
Ensure and maintain the standards of the office and the company premises to ensure it is well presented at all times, clean and tidy and make suggestions for improvements.
Opening and closing of the office and setting the alarm etc and in absence making alternative arrangements.
Carry out building walks to ensure the building is clean and tidy and there are no hazards, or damaged items,
Meet, greet and welcome our clients and deal with any enquiries and ensure the reception area is manned at all times and the phone is answered promptly and courteously.
Offer guests refreshments, where applicable.
Arrange for the transportation and removal of equipment if required.
Maintain, order and stock up on office supplies, kitchen, stationary, food and beverage, bathroom and event supply’s etc.
Ordering couriers, taxis, travel arrangements and overseas travel.
Supervision of all building and facility matters and contractors
Sort and distribute incoming post and deliveries to the relevant party and in a timely manner.
Manage the following third-party liaisons to ensure delivery of a quality service: cleaners, computer suppliers, insurers, office security, telephones, keyholder, alarm, security, shutters, fire alarm, aircon, pest control, H&S, sanitary, recycling, sewers, utilities, photocopier, coffee, maintenance.
Supply and manage resources to employees, laptops and other equipment keeping an accurate record of company property issued and ensuring collection upon leaving.
Responsible for getting the best price for all supplies, gas, electricity, cleaners etc.
Ensure office equipment is maintained and repaired quickly in case of problems (e.g. photocopier, franking machine, electrical appliance, coffee machine)
Source and maintain furniture, appliances and equipment as required.
Train employees on the use of AV equipment., telephony and entry and exit of the premises.
Manage/Assist with the procurement, tendering and negotiation process to procure appropriate resources/suppliers
Ensure we have trained fire wardens and first aiders and that regular fire checks and first aid kit checks are undertaken.
Book meetings and refreshments and ensure any special requirements are met for all staff meetings/i.e. AV, food, beverage and room lay out etc.
Provide general office and administrative support to relevant departments as and when required.
Carry out and manage plant and equipment ordering
Invoicing as required
Assist in looking after any general enquiries inboxes and respond accordingly.
Assist in the management and production of social medial content (Assist social media manager)
Generate case studies and work winning literature
Skills And Experience
Experience in office/facilities management
Customer service experience in a people facing role
Strong written and verbal communication
Rigorous attention to detail
Strong knowledge of google suite (email, docs, sheets, slides)
Health and safety knowledge desirable
Ability to juggle and prioritise workload
Who are you:
You will be a highly organised individual with a proactive and methodical approach. You will enjoy working on multiple projects across the business and have a naturally inquisitive mind. You will thrive in an autonomous role and be a critical and logical thinker.
Proven experience as an Office Manager, Front Office Manager or Facilities Manager.
Knowledge of Office Administrator responsibilities, systems and procedures.
Proficiency in MS Office (MS Excel and MS Outlook, in particular).
Hands on experience with office machines (e.g. Printers)
Excellent time management skills and ability to multi-task and prioritise work.
Proactive style.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organisational and planning skills in a fast-paced environment.
Strong team player
A creative mind with an ability to suggest improvements.
Confidentiality.