PA / Office Manager

Our client is one of the top 150 PR agencies in the UK.  They  are looking for an upbeat, positive and energetic Office Manager & PA to organise and coordinate office administration and procedures, in order to ensure organisational effectiveness, efficiency and safety. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organised, flexible and enjoy the administrative challenges of supporting an office of diverse people.

PERSONAL ASSISTANT TO THE SENIOR TEAM

• Diary management, liaising with other PAs/Clients
• Responding to emails
• Organising travel within the UK and internationally

ADMINISTRATION / OFFICE MANAGEMENT TASKS

• Keeping office supplies adequately stocked, including stationery and catering supplies, sourcing / ordering items where necessary, frequently undertaking supplier reviews, negotiating price/swapping suppliers where necessary
• Booking couriers and passenger cars
• Collecting and distributing the post, franking the post at the end of the day, organising special deliveries etc.
• Answering the phone, fielding calls and taking messages for the team
• Welcoming guests and clients to the office
• Preparing meeting rooms and making drinks for meetings and ordering food when needed
• Keeping the reception, meeting rooms and the rest of the office tidy at all times
• Being the main point of contact for anything relating to the building itself (landlord, handyman etc). Being responsible for fixing technical problems (such as electricity, computer issues, server, phone line, plumbing emergencies etc)
• Involved in any office refurbishment & booking in our handyman for jobs.

ACCOUNTS / HR / IT TASKS

• Accounts: core PRO point of contact for accounts queries, regularly liaising with the accountant, suppliers and clients to ensure incoming and outgoing invoices are dealt with in a timely manner
• Technical / IT: main point of contact for basic IT issues, liaising with IT company for ongoing projects and recurring issues, managing company mobile account, liaising with computer and phone line suppliers ensuring that technology is up-to-dates
• Staff inductions / training: Keeping the office manual up-to-date, delivering an office induction for new staff. Coordinating a thorough induction programme for new staff
• Appraisals: supporting the appraisal process including diarising reviews, circulating review forms and ensuring all feedback is provided. Following reviews ensure that any letters outlining promotions / pay rises are circulated and that objectives are drafted
• Recruitment: supporting all recruitment of new employees including liaising with recruitment firms and negotiating commission, scheduling interviews, providing feedback to recruiters / interviewees. When an appointment is made ensuring that the candidate is sent correct letter and contract etc
• Producing the relevant reports for the monthly senior team meetings
• Keeping up-to-date with relevant legislation, reviewing the policy regularly and enforcing compliance with company procedures
• Keeping personal records for employees up-to-date

Requirements

• Proven office management, administrative or assistant experience
• Knowledge of how to fix basic IT issues
• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritise work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Very strong organisational and planning skills
• Strong proficiency in MS Office including Excel and Power point
• A self-starter that is consistently looking to implement new systems and processes to improve the smooth running of the office