Junior Office Manager

As Junior Office Manager the postholder will be responsible for the smooth day-to-day running of the office, being point of contact for any contractors on site, and overseeing any repairs and maintenance. They will also manage all supplier contracts ensuring that we are getting the best possible products and services at the best possible prices.

This role is first point of contact at the office for any staff or visitors, and manages the meeting room bookings. Duties covered, but not limited to:

• Answering all incoming calls and redirecting as necessary, ensuring that everyone is greeted in a professional and efficient manner
• Meeting and greeting all visitors and directing them into meeting rooms
• Preparing all meeting rooms. Ensuring that all the IT equipment in there works and that the rooms are clean and stocked with whatever is needed for the next meeting
• Smooth running of the meeting room calendars and organising hot desks
• Booking couriers, passenger cars, bikes
• Ensuring all post - incoming and outgoing - is dealt with
• Invoice management: Being point of contact for all invoicing. Ensuring the right person signs off the invoice and it is then sent for payment
• Ordering from suppliers for office services and equipment. Ensuring that anything ordered is within agreed budgets
• Ordering all catering supplies
• Managing Petty Cash
• Ensuring the office is tidy particularly the kitchen area
• Shredding and recycling
• Organising any external catering for meetings and events at the office, which may include lunches for staff and visitors
• Making teas/coffees/refreshments for all visitors and staff
• To be the Fire Warden and First Aider for the office
• Oversee any flower deliveries or the maintenance of any office plants
• Keeping any relevant databases up to date and ensuring any office administration procedures are adhered to
• Issuing any security fobs to staff, keeping accurate records, updating the security system settings when requested to by the CEO
• Being point of contact for any supplier maintenance for office equipment and also for the landlord for any building maintenance (e.g. for lift inspections, health & safety inspections)

• Excellent communication; verbal and written
• Excellent personal presentation. This person represents the company to all visitors to our company, whether on the telephone or to the office. Must be immaculately presented and take pride in their appearance. Note that they will be expected to wear business dress while carrying out their duties.
• Organisation and planning. Able to focus on tasks and have an eye for details
• Time management and prioritisation
• Discretion for sensitive, personal and confidential information
• Flexibility and adaptability
• Proactive approach, ability to act on initiative and with a sense of urgency
• Ability to work independently and as part of a wider team
• Problem solving skills
• Ability to remain calm under pressure
• IT literate
• The successful candidate will be required to be a fire warden and first aider, and we will provide all necessary training

Location: W1 - May very occasionally need to travel to HQ at W5

Role reports into: EA to CEO

Hours: 8:50am - 5:20pm; 1 hour for lunch

RMS is an established secretarial and PA recruitment firm coverin gall sectors.