A leading Global Beauty Group are seeking for a Office Manager to be based in their offices in London.
REPORTS TO: General Manager
Working Days & Hours: 08:30am – 1:30pm – Monday to Thursday. Possibility to add more hours.
POSITION SUMMARY: To manage reception, diaries, travel, meetings and maintain an efficient office environment. Provide administrative and clerical support to General Manager and others in the office. To grow the business in line with Company Forecasting.
AREAS OF RESPONSIBILITY & KEY ACCOUNTABILITY:
• Answer general calls and calls to General Manager, take and distribute messages
• Maintain & co-ordinate Calendar of General Manager & Other Senior Managers
• Co-ordinate and organise appointments and meetings as directed by General Manager
• Arrange work events, Take minutes at meetings as directed by GM
• Organise travel & accommodation arrangements for staff as directed by Senior Managers
• Assist with event planning and implementation as directed by Senior Managers
• Greet visitors and direct them to the correct staff member
• Prepare refreshments and lunches for meetings as directed by Senior Managers
• Receive, sort and distribute or direct incoming mail/deliveries
• Assist in preparing outgoing mail for distribution, including arranging deliveries • Filing, scanning and copying of documents as directed
• Maintain office IT and storage systems with assistance from Group IT Dept
• Maintain documents, reports and correspondence as directed by General Manage
• Perform work related errands as requested by General Manager
• Monitor and maintain general office supplies, Ensure Health & Safety Audits are held and worked on if any improvement is advised.
• Ensure office areas are clean and tidy, Healthy Snacks are provided regularly
• Arrange and collect couriers as required
Skills, Experience and Competencies:
• To be Collaborative, Competent, Engaging, be pro-active and have a friendly/approachable demeanour
• Previous office management experience essential
• Business College training an advantage
• Competent computer skills including Word, Excel & Power Point
• Numerical and literacy skills
• Excellent Organisation and planning skills • Work management and prioritising
• Excellent verbal and written communication
• Ability to solve problems
• Accuracy and attention to detail
• Reliability and flexibility
• Brand industry experience but not essential
• Flexible and with strong team spirit
• Analytical thinking