Description
The Office and Operations Executive will be responsible for supporting our teams through two key areas of our Company – People and Operations, by managing the day-to-day processes to ensure a smooth and efficient experience for all.
Principe Duties and Responsibilities
* Facilities & Office Management: Maintain the smooth running and good presentation of the office, coordinating office administration, oversee security and access procedures, maintaining testing and replacing any equipment to ensure the office remains fully functional. Oversee the maintenance and repairs of equipment and our infrastructure. Liaise with vendors and service providers to ensure that all aspects of the office environment are functioning optimally including the negotiation of new suppliers accounts and contracts.
* General Administrative & Financial Tasks: Manage incoming telephone calls, office supplies inventory, handle all postal correspondence, such as sending samples and brochures. Organising and scheduling meetings, associated catering, booking travel, keeping up to date records of subscriptions, including insurances and warranty’s, managing filing systems and providing support for the senior management team as needed. Monthly expense approval and payroll reporting, liaising with our payroll provider to ensure that salary and expense payments are made seamlessly.
* Event Coordination: Responsible for the timely organisation and delivery of engaging company events for both our team and our clients. Collaborating with colleagues in other locations and departments to assist wherever necessary.
* People Operations: Assist with recruitment processes, through to onboarding of new employees, maintaining employee records, including absence and holiday, ensure timely completion of appraisal process and manage associated administration, provide relevant reporting to senior management and support the business with arranging training and other various HR initiatives. Handle and respond to staff enquiries with accurate guidance on anything related to people matters and company policy. Liaise with our external HR consultants regarding any complex employee relations cases or HR matters. Maintain confidentiality and the professional integrity required within the HR function.
* Communication: Serve as the point of contact for guests to the Company, ensuring a personal and friendly experience for anyone coming into the office. Dealing with all internal and external queries related to office management and HR.
* Compliance, Health & Safety (H&S) & Documentation: Oversee audit planning and execution, assist with any tasks relating to IT/data security. Maintain all compliance records including H&S records, risk assessments and fire regulations, coordinate relevant mandatory training sessions for staff. Ensure that the asset register is up to date. Provide relevant reporting on compliance across all areas of the business to the Head of Operations on a regular basis. Prepare and update administrative documents, contact database, employee records, policies, producing routine and ad hoc reports as determined by senior management.
* Process Champion: Support with the execution and delivery of Operations projects as requested by the Head of Operations. Ensure staff policies and procedures are maintained and enforced. Research, create, implement and update new policies and procedures to support the Company’s continuous improvement and compliance. Monitor existing operational processes and suggest improvements where necessary.
Skills, Knowledge and Expertise
Key Skills
* The ideal candidate will be a highly organized problem solver, someone who spends time in the detail-and who can manage multiple tasks efficiently
* A creative thinker who is comfortable offering suggestions, improvements and ideas to ensure continuous improvement
* Metric driven with experience reporting on data and tracking key metrics
* Excellent administrative skills and high degree of accuracy and computer literacy
* Excellent written and verbal communication skills, able to build strong relationships across the team
* Great time management
* Autonomous and happy to manage their own workload without the need for close supervision
* Friendly, approachable and professional demeanour
Educational Requirements
* CIPD level 3 is desirable but not essential.
Experience
* A minimum of 3+ years of experience and demonstrable success in a similar role
* Strong knowledge of HR and operational processes
* Experience of implmenting new procedures within a growing team
Carey & Carey Consulting is a small bespoke provider of Human Resource solutions including recruitment services. Challenging the traditional agency model, we provide a fractional in house recruitment team service and deliver. We taking the time to understand our clients business's and ensure that great people who really fit are hired into roles.