PA/Office Manager

Our client is a small boutique property consultancy offering advice on asset management / property development / office agency and leases.  They are looking for an office "linchpin" - the "go to person" to support the Directors and the wider team.  

In this role, you will be responsible for ensuring the smooth day to day running of the office, whilst also supporting the Partners with more focused PA duties, such as diary management, meeting minutes, assisting with letters and presentation preparation as well as other ad-hoc tasks. This role requires a high level of organisation and for you to work proactively and efficiently, whilst maintaining both internal and external relationships.

Your key responsibilities will include the following:

Client Facing

• Handle all client requests and queries appropriately;
• Meeting and greeting for meetings;
• Preparing drinks, and clearing away meeting rooms, ensuring they are always clean and presentable;
• Building and maintaining client relationships;
• Representing the Company at all times.

Internal Management

• General receptionist duties;
• Acting as a first point of contact, screening and directing phone calls and distributing correspondence;
• Dealing with any queries appropriately;
• Invoicing, fee tracker and chasing invoices;
• Source office supplies e.g. stationery and equipment;
• Maintaining instruction list
• Maintaining the office condition and arranging necessary repairs and liaising with building manager;
• Scheduling meetings and appointments within the office;
• Ensuring office (and store room, kitchen and cupboards) is efficiently run, tidy and organised;
• Organise office operations and procedures;
• File opening, dead filing and ensuring records are kept and organised;
• Devising/maintaining office systems, including data management and filing;
• Ensuring client contacts are kept up to date;
• Collating and filing expenses, ensuring that all items are invoiced and paid on time;
• Scan invoices and put together monthly pack for the accountant;
• Manage contract with office suppliers and service providers;
• Review and update health and safety policies and ensure they're observed;
• Organising lunches, company events or conferences.
• Social media.

Specific responsibilities as PA to the Partners

• Diary management, including scheduling meetings and appointments;
• Booking and arranging travel, transport and accommodation;
• Minute taking in meetings;
• Assisting in producing letters;
• Dealing with incoming email and post, often corresponding on behalf of the Director;
• Producing documents, briefing papers, reports and presentations;
• Support with additional ad-hoc tasks and projects

You will need to have excellent computer skills and lots of initiative.  They are looking for a bright, outgoing and engaging personality who can act as a key communicator across the team.