Office Manager

Working for a fast moving organisation, we are looking to recruit an Office Manager / PA to do the following duties:

Manage diary and filter emails, general correspondence, phone calls etc for Director.

General secretarial duties for all senior personnel including taking minutes, typing up reports etc.

Preparing statements of work, reporting on time expended vs PO cover and planning schedules for the PSO team as required by Directors.

Arranging travel and accommodation for all Senior personnel across all fellow companies as required. Identify preferred suppliers and negotiate rates, ensure any staff at Heathrow that require travel/ accommodation book through preferred suppliers and a log is kept of expenditure. If other UK based staff (and across Europe of appropriate) require you to book travel complete the appropriate form.

Office Management:

Maintain holiday/absence records and central personnel contacts data through Auto Task

Ensuring timesheets are fully completed and up to date every week

Developing and implementing new administrative systems and records

Recording office expenditure and managing the budget

Keeping an asset register up to date across the whole group i.e. a log of laptops, mobile phones etc. However ordering equipment will only be for Heathrow office and UK based offices.

Manage the payment of incoming invoices, i.e. Get invoices approved, log under appropriate category and forward to Director.

Managing staff expenses.

Maintaining office supplies of stationery and equipment inc. mobile phone contracts

Maintaining the condition of the office and arranging for necessary repairs

Managing filing systems

Ensure compliance to Health & Safety policy, office procedures, standard operating procedures and safe working practices, with recommendations for action and continuous improvement.

Arranging regular testing for electrical equipment and safety devices

HR:

Arranging the set-up of new starters, including company induction

Support HR Manager with the compliance to HR processes and procedures, making recommendations for action and continuous improvement.

Experience as an executive assistant (PA) and of managing an office - setting up processes and procedures, managing HR processes etc are essential

Parkside Recruitment Ltd is acting as an Employment Agency in relation to this vacancy.Parkside Recruitment is an Equal Opportunities Employer.