Office Manager/PA - Mayfair

We are recruiting a permanent Office Manager and Personal Assistant role for a boutique commercial property firm in west London. You will be responsible for providing an effective and efficient support to the London team, ensuring the smooth running of a busy office and providing effective PA services to the Managing Directors. Day to day duties will include diary management, scheduling meetings, facility management, preparation of presentations and other documents, booking travel, general administration and ad-hoc duties.

Responsibilities:

• Managing the meeting rooms, confirming bookings, preparing rooms for meetings and looking after guests as they arrive
• Working with the Managing Directors with regards to their diaries, preparing and amending documents and preparing expense claims
• Answering the telephone, taking messages and re-directing calls as appropriate
• Assisting with general administrative support to the London office team and liaising with the other offices to facilitate and coordinate
• Liaising with external suppliers regarding facilities, the landlord, cleaning company, air-con company and where applicable, sourcing new service providers or reviewing existing arrangements to ensure value for money
• Purchasing supplies for the office and kitchen, stationery and ensuring everything is in stock
• Booking travel and hotels for all staff with the support of an external travel consultancy
• Managing the post including franking on site but occasional trip to the post office is required as well as organising couriers and getting packages ready for pick up
• Checking and approving purchase invoices in relation to facilities and the telephone, forwarding to finance and reconciling the company credit card statements
• Maintaining the annual leave spreadsheet for all staff
• Liaising with the German head office in relation to admin and IT as well as keeping track of the IT equipment in the London office
• Working hand in hand with the assistant for the CIO, supporting each other and providing effective holiday cover

Required Competencies:

• This is a varied role which should be attractive to a self-starter who can prioritise a busy role and remain positive and supportive throughout
• The job holder needs to be able to remain calm under pressure, be energetic, positive and resourceful
• At least five years Office Manager/PA experience
• Extensive diary management experience
• Excellent communication and interpersonal skills
• Excellent time management and organisational skills
• Excellent knowledge of Microsoft Office

If you feel that you fit the above criteria then please apply today by submitting your CV to us. Please note due to the high volume of applications that we receive only successful applicants will be contacted.