Office Manager
We have been exclusively retained by a fast-growing and prestigious client on the lookout for a proactive Office Manager to join their offices in Warwickshire.
This is a dynamic and diverse role that involves providing invaluable administrative support for the Managing Director, Finance Director and wider team.
Key Responsibilities:
General:
*Diary Management: Ensuring efficient scheduling and coordination of appointments. Producing weekly Team Movement Sheet and distributing to Team.
*Email Inbox Management: Keeping communication flowing seamlessly. Responsible for generic ’enquiries’ email account and forwarding to relevant Team Members.
*Meeting Organisation: Preparing meeting rooms, meeting papers, lunch and transport, contributing to successful gatherings.
*Event Coordination: Organising hospitality and social events to foster a positive work environment.
*Personal Errands: Providing essential assistance to the Managing Director, Finance Director and wider Team, making their day more manageable.
*Corporate Event Booking: Arranging corporate events and entertaining, including transport and accommodation, enhancing the company’s reputation.
*Office Equipment: Responsible for Laptops/Computers, Photocopiers/Printers, Telephones. Raising issues with equipment suppliers for quick resolution.
*PR: to assist with PR and website management.
*Office: Restock and tidy kitchen area daily ensuring a high level of cleanliness and hygiene is adopted. Ensure Meeting Rooms are always tidy throughout the day.
Office Management:
*Office Management: Maintaining a well-organised and well stocked environment including stationery, Brochures, Business Cards and refreshments
*Procurement: Take ownership of all Supplier Contracts to include Phones/Internet, Plumbing, Air Conditioning, EV Charge points, Office Plants, Confidential Waste, Cleaning/ Maintenance of Office Buildings and Grounds, Hygiene Products, Waste and Recycling, Fire Extinguishers, Fire Alarms, Security Alarm, Employers Liability Insurance, Exterior lighting and signage
*Co-ordinate repairs and timely servicing of all office equipment to ensure compliance is met
Finance Duties:
*Receive and input all invoices into Sage Accounting system
*Check all invoices within budget parameters
*Set up fortnightly BACS payments within online banking portal
*Maintain project spend updates
Health and Safety:
*Office: Annual PAT Testing
*First Aid: You will be First Aid qualified (training arranged if required) with responsibility for First Aid supplies/defibrillator and recording any incidents
*Inspection: Inspect Offices regularly for any hazards and rectify
*Policy: Health & Safety Policy – to be issued annually
*Health and Safety Executive: Ensure Offices are HS&E compliant HS&E Poster must be displayed within Office
*DSE: Annual DSE assessment for all Team Members
*Health & Safety Policy Statement: To be reviewed, signed, dated and filed (hard copy and soft copy) annually
*Contact Details: All Team Members to complete an annual Emergency Contact Form
As such we would like you to have:
*Exceptional Communication Skills: Proficiency in both written and spoken English
*Organisational Prowess: A talent for multitasking and meticulous attention to detail
*Finance Tasks: High level of numeracy with intermediate spreadsheet experience
*Prior Experience: A background in administrative or PA roles
*Team Player Attitude: A collaborative spirit that enhances team cohesion
By applying for this position, you authorise Auctoro Recruitment to hold your personal details on file for use in finding you a suitable position. Auctoro Recruitment will never transfer your information to a third party without your prior consent.