Office Manager / PA - Hello Recruitment Associates Ltd : Job Details

Office Manager / PA - Engineering Services - Croydon, Surrey £30000 - £43000

Hello Recruitment is delighted to be recruiting an Office Manager/PA for an international engineering services business based in Croydon.

PA Responsibilities:

Arrange meetings internally and externally, travel accommodation and general administration duties for the MD and other members of the senior team.

Carry out confidential tasks / personal administration for the MD and other members of the senior team.

Work closely with the MD and senior team on all areas of the business.

Take responsibility for the diaries of the senior team and booking of company/departmental/ executive and client meetings.

Compile meeting packs and take notes, ensure actions are completed for all senior meetings.

Assistance with monthly expense forms / centrally diarising leave

Liaise with other companies in the group and other visitors to the business to arrange:

Travel

Accommodation

Meeting information/agendas and dinners

Liaise with Managers on guest lists and invitations for company events.

Control bookings for meeting rooms, teas, coffees and lunches for meetings.

Manage reception, help with any queries on telephones, travel and accommodation.

Office Manager Responsibilities:

Manage all office contracts to include:

Mobile phones - arrange mobiles for new members of staff, replace faulty handsets monthly calls with account manager to monitor bill, new software and the up-and-coming needs of the company.

Landlines - new landlines for new sales staff, management of current landlines and constant monitoring of the bills.

Cleaners - monthly inspections and feed back to contractor, ensure cleanliness is of a required standard. Monitor the cleaner’s attendance and deal with any issues.

Mats - cleanliness, amount of mats regularity of the clean and contractors’ attendance.

Window cleaners - oversee their attendance and maintenance of the sites.

Gardeners - oversee their attendance and maintenance of the sites.

Coffee and vending machines in working order, contracts are up to date and machines are regularly serviced.

Water boilers in working order, contracts are up to date and machines are regularly serviced.

Water machines in working order, contracts are up to date and machines are regularly serviced.

Office plants - regular attendance of the contractor, any issues that arise with the plants, pots or conduct of the contractor.

Sanitary bins - regular attendance of the contractor.

Shredders - renewal as needed and services regularly.

Premier Inn - monitor the account monthly.

AirPlus credit cards - monitor the cards for fraud, over payments. Issue cards as need be.

Neopost - manage the renewal and servicing of all post services.

Always be vigilant with regards to cost savings on all contracts every time a contract is up for renewal and in all areas of the business.

Ensure constant supply of tea, coffee, sugar, water and other meeting sustenance are available.

Renewing licences CLA, PRS, TV and ICO for the premises as well as completing any legal form required with regards to information needed on the company either internal or external.

Ordering office supplies to include any equipment, furniture or sustenance either from local suppliers or company approved suppliers in Germany.

Functions - Arrange any functions as management see fit.

Submitting expenses and signing off invoices.

Go to person in absence of IT Administrator

Work flows

Develop/amend all office/facility policies and procedures as required.

Legal Agreements internal and external - ensure these are scanned and filed correctly in the safe

Keep the safe filing up to date and ordered.

Website - Maintenance and update as and when needed

Projects as they arise.

Some company house administration.

Arrange in house training courses.

Professional Experience & Education

Track record as an Office Manager and Personal Assistant

Exceptional planning and organisational skills

Able to work on their own initiative

Must be advanced in Microsoft Word and Outlook

Knowledge of PowerPoint and Web sites useful.

Excellent communication skills and has the ability to relate to people on different levels within an organisation.

Package Details:-

Permanent Contract

Monday - Thursday, 8:30am to 16:30pm, Friday 8:30am - 15:30pm a 36.5 hour working week.

£30k - £43k - (We would consider a keen intelligent individual but with less experience for the lower end of the bracket)

Annual Bonus (pro rata on year of joining)

20 days holiday (pro rata on joining)

Pensions 3% EE and 6% ER

Life Assurance

Salary/Bonus Sacrifice

Private Health Care

Dental Health Care

Cycle to work scheme.