Office Manager/Senior Admin

Your new company
My client, a leading design consultant, is looking for an Office Manager to join their business on a permanent basis.
Your new role
Duties will include:
OFFICE MANAGEMENT

• Support with answering incoming phone calls to the office.
• Management of incoming and outgoing post/deliveries.
• Responsible for the ordering office and kitchen supplies.
• Responsible for the arrangement of lunch requirements for client meetings.
• Coordinate with the team on a weekly basis regarding whereabouts and flexible working patterns.
• Update and maintain the global team calendar.
• Responsible for travel itinerary research bookings based on the requirements of the trip.
• Responsible for recording and reviewing company vehicle's mileage and taking appropriate action for potential over allowance.
• Arrange servicing, maintenance, tyre changes, repairs etc. of company vehicles.
• Arrange and prepare an agenda and presentation deck for the team monthly meeting.
• Support with research and implementing special business projects.
• Responsible for researching and planning company events (Summer birthday and Christmas).
• Supporting with collation and reviewing of subcontractor insurances.
• General support to company Directors & Operations Manager as and when required.

IT

• Management of the purchase and set up new laptops, monitors etc.
• Management of the renewal and purchase of software.
• Responsible for new starter set-up including hardware/work station, software, e-mail address, teams etc.
• Monitor server space and take appropriate action as required.
• Liaise with an IT support agency regarding server issues.
• Obtain and review quotes and renewals as required.
• Responsible for ensuring server backed-up and management of tapes.
• Troubleshooting/support team with general IT issues.
• Liaise with Central IT (IT & Mac support agencies) regarding laptop and Mac issues.
• Responsible for carrying out health checks on all employee equipment.
• Responsible for maintenance of printer.
• Support with IT special projects.

FINANCE

• Responsible for collating team travel expenses and recorded on the expense's tracker.
• Responsible for collating receipts and correspondence for all company purchases.
• Support with monthly credit card reconciliation.
• Support with monthly petty cash reconciliation.
• Supporting with management of supplier purchase orders.
• Support with processing supplier invoices.
• Support with review of supplier quotations and project final accounts.
• Support with raising client sales orders.
• General support to Finance Manager

HEALTH & SAFETY

• Responsible for fire alarm and emergency lighting checks and fire drills.
• Be an appointed fire marshal and first-aider.
• Support with the update of the Health & Safety policies.
  
  HR
• Responsible for tracking absence and sickness.
• Support with processing annual leave requests maintenance of holiday planners and calendar.
• Support with recruitment and filtering of CV's.
• Support with the creation and upkeep company handbook, protocols and 'how-to's'.
• Support with the onboarding of new team members including office induction and company protocols, to ways of working.

MARKETING

• Responsible for the creation of the recipients list and generating the mass mail on Outlook.
• Responsible for ensuring all Snapshot replies and undelivered are recorded on Maximiser.
• Support with adding new subscribers/contacts.
• Support with research and action any Snapshot non-deliverables.
• Support with general updates.

BUILDING MAINTENANCE

• Responsible for ensuring communal and kitchen areas are kept clean/tidy.
• Support with building maintenance issues as they arise eg water leaks, broken shutters etc.
• Liaison with the office cleaner and ensure standards are adhered to.
• Liaison with Blaby (alarm supplier) regarding any fire alarm and intruder alarm issues.
• Responsible for the servicing and maintenance of building equipment (PAT testing, fire extinguishers, intruder alarm and fire alarm, air conditioning).

What you'll need to succeed
You will need to have a proven track record in working in a similar administration role.
What you'll get in return
The role is office based, working Monday to Friday 8.30 - 5.30pm with 1 hour lunch, paying up to £30,000 for the right candidate.
What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
#