Administrative Assistant - Global Retailer

A fantastic opportunity has arisen for an Administration Assistant to work closely with the Office Manager at the Head Office of a Global Retailer based in the West End. This will suit a second jobber who boast strong attention to detail and enjoys taking ownership of projects. Providing full general administration support the office include

• Working closely with the Office Manager ensure the smooth running of the office and all administration functions
• Maintain and oversee monthly distribution and return of AMEX statements and mobile phone bills.  Chase late returns of all monthly bills liaising with users for late necessary and escalate problems arising.
• Maintain Mobile Phone bills when received monthly, process efficiently by distributing in a timely manner and keeping a log of returned bills. Be present at quarterly meetings with Telephonica to deal with any issues.
• Maintain Finance archive system and audit for destruction purposes.
• Ensure records and filing are kept for easy access, and updated at all times.
• To be Fire Warden, Evacuation Assistance and carry out Health & Safety duties connected with the Weston Centre facility.
• Manage locker facilities on lower ground floor, keeping log of keys and deposits.
• Support Office Manager with ad hoc events such as AGM lunch and the Christmas Party.
• Produce and maintain Contracts Manual to allow visibility of expiring contracts to include building maintenance and catering contractors.
• Oversee minor contracts and ensure they are renewed on time. Make suggestions for improvement and be aware of other options.
• Manage lunch ordering with catering staff and ensure the catering calendar is kept updated. Ensure lunches are provided on time and make alternative arrangements if required

The ideal candidate will have previous office experience, strong MS Office skills, excellent attention to detail especially when processing invoices and bills. You must have excellent communication and relationship building skills along with excellent written skills and a good eye for numbers.