Your newpany
My client, a leading design consultant, is looking for an Office Manager to join their business on a permanent basis.
Your new role
Duties will include:
OFFICE MANAGEMENT
1. Support with answering iing phone calls to the office.
2. Management of iing and outgoing post / deliveries.
3. Responsible for the ordering office and kitchen supplies.
4. Responsible for the arrangement of lunch requirements for client meetings.
5. Coordinate with the team on a weekly basis regarding whereabouts and flexible working patterns.
6. Update and maintain the global team calendar.
7. Responsible for travel itinerary research bookings based on the requirements of the trip.
8. Responsible for recording and reviewingpany vehicle's mileage and taking appropriate action for potential over allowance.
9. Arrange servicing, maintenance, tyre changes, repairs etc. ofpany vehicles.
10. Arrange and prepare an agenda and presentation deck for the team monthly meeting.
11. Support with research and implementing special business projects.
12. Responsible for researching and planningpany events (Summer birthday and Christmas).
13. Supporting with collation and reviewing of subcontractor insurances.
14. General support topany Directors & Operations Manager as and when required.
IT
15. Management of the purchase and set up new laptops, monitors etc.
16. Management of the renewal and purchase of software.
17. Responsible for new starter set-up including hardware/ work station, software, e-mail address, teams etc.
18. Monitor server space and take appropriate action as required.
19. Liaise with an IT support agency regarding server issues.
20. Obtain and review quotes and renewals as required.
21. Responsible for ensuring server backed-up and management of tapes.
22. Troubleshooting/ support team with general IT issues.
23. Liaise with Central IT (IT & Mac support agencies) regarding laptop and Mac issues.
24. Responsible for carrying out health checks on all employee equipment.
25. Responsible for maintenance of printer.
26. Support with IT special projects.
FINANCE
27. Responsible for collating team travel expenses and recorded on the expense’s tracker.
28. Responsible for collating receipts and correspondence for allpany purchases.
29. Support with monthly credit card reconciliation.
30. Support with monthly petty cash reconciliation.
31. Supporting with management of supplier purchase orders.
32. Support with processing supplier invoices.
33. Support with review of supplier quotations and project final accounts.
34. Support with raising client sales orders.
35. General support to Finance Manager
HEALTH & SAFETY
36. Responsible for fire alarm and emergency lighting checks and fire drills.
37. Be an appointed fire marshal and first-aider.
38. Support with the update of the Health & Safety policies.
HR
39. Responsible for tracking absence and sickness.
40. Support with processing annual leave requests maintenance of holiday planners and calendar.
41. Support with recruitment and filtering of CV's.
42. Support with the creation and upkeeppany handbook, protocols and 'how-to's'.
43. Support with the onboarding of new team members including office induction andpany protocols, to ways of working.
MARKETING
44. Responsible for the creation of the recipients list and generating the mass mail on Outlook.
45. Responsible for ensuring all Snapshot replies and undelivered are recorded on Maximiser.
46. Support with adding new subscribers / contacts.
47. Support with research and action any Snapshot non-deliverables.
48. Support with general updates.
BUILDING MAINTENANCE
49. Responsible for ensuringmunal and kitchen areas are kept clean / tidy.
50. Support with building maintenance issues as they arise water leaks, broken shutters etc.
51. Liaison with the office cleaner and ensure standards are adhered to.
52. Liaison with Blaby (alarm supplier) regarding any fire alarm and intruder alarm issues.
53. Responsible for the servicing and maintenance of building equipment (PAT testing, fire extinguishers, intruder alarm and fire alarm, air conditioning).
What you'll need to succeed
You will need to have a proven track record in working in a similar administration role.
What you'll get in return
The role is office based, working Monday to Friday - with 1 hour lunch, paying up to £30,000 for the right candidate.