French Speaking Office Manager/EA

My client who is a very well established boutique finance house based in the heart of Mayfair is looking for an experienced Office Manager/Executive Assistant with French mother tongue, to ensure the smooth running of the office and to provide secretarial and administrative support to senior management and professionals.

Duties will include

• Responsibility for the day to day running of the office; records, forms and facilities management.
• Manage phone calls
• Directing calls and passing on messages in a timely manner
• Preparation of client invoices according to contracts and agreements
• Preparation and processing expense claims, prepare bank transfers, and perform credit card reconciliations
• Filing
• Excellent knowledge of outlook - extensive diary management / travelling
• Take full ownership of the reception area, ensuring high standards are met and achieved for both staff and visitors
• Meet and greet guests, reception - prepare meeting rooms, and provide ad hoc assistance (drinks, printing, bookings, taxis, etc.). General housekeeping in office kitchen, replenishing refreshments & snacks when needed
• Collect post - sort, distribute incoming post and organise and send outgoing post and organise couriers - manage deliveries
• Monitor and manage stock levels, from stationery to refreshments and equipment
• Sourcing suppliers and negotiating contracts (travel agents and travel service providers, hotels, insurance matters, stationery, company vehicle, printers and copiers, tradesmen, mobile phones, miscellaneous supplies).
• Maintain petty cash and log expenditure.
• Review and maintain health and safety policies, fire safety procedures and ensure they are observed, comply with Westminster Council regulations on various matters (recycling, parking), act as Fire warden. FCA interface.