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Office Manager/Receptionist

4 months ago

Milton Keynes Buckinghamshire, United Kingdom New Era Cap Full time

Job Title

Reception & Office Manager (on-site)

Location

Milton Keynes

Reporting to

HR Director

Job Description

The Reception & Office Manager is responsible for all front and back of house office activity, administrative support to the UK offices and facilities management.

Responsibilities

Reception & Office Support

  • To answer all incoming phone calls for New Era in a clear, polite, and helpful manner.
  • To ensure that all calls are either transferred to the appropriate New Era employee ensuring each call is announced or to take messages and ensure they are distributed to the correct recipient in a timely manner.
  • To greet all visitors to the office upon arrival and where applicable, providing with refreshments.
  • Monitor sign in report and visitor passes/access.
  • Writing, typing, and entering information to prepare correspondence or other information as directed.
  • To take ownership of the stationery replenishment, cleaning, and subsistence supplies for the office.
  • To manage meeting room diaries and preparation for meetings, refreshments, and catering.
  • To research and book hotels, taxis, flights, hire cars, parking and congestion charge requests as requested and in line with the Company’s travel policy.
  • Support business Visa applications
  • Liaise with corporate travel agency.
  • Researching and purchasing of ad hoc products/items as requested ensuring the best price is achieved.
  • Processing and distributing of incoming /outgoing mail. Maintain post room organization.
  • To use UPS WorldShip to send daily outgoing parcels.
  • Manage and maintain all fire warden and first aider training & update train staff logs.
  • To always seek improvements to the operation of reception and its facilities.
  • Car park and permit management.
  • Assist with basement recycling procedures and sample sales.
  • Assist in other day to day administrative duties as requested.

Assisting Executive Assistant

  • Coordinate use of pool cars
  • Cover EA when working out of office/annual leave.
  • Support in planning work social events
  • Support in planning of CMM/Pre-line meetings
  • Updating and sending regular org charts to the US HR Department
  • Assisting with ad hoc tasks
  • Arranging regular Microsoft Excel/PowerPoint training courses.

Facilities

  • Maintenance and general office management of Head Office, London Showroom & London Store
  • Review supplier and service providers terms and conditions on a regular basis
  • Manage/maintain relationship with service providers.
  • Maintain relationship with building manager and security.
  • Arrange annual system services.
  • Annual Fire Risk assessments to be arranged and required works from reports to be followed for all three UK sites.
  • Ensure compliance with all health and safety regulations.

Skills & Experience

  • Holds a record of being both flexible and reliable.
  • The ability to juggle multiple tasks and take a practical approach
  • Can demonstrate accurate office administration and reception experience.
  • Good Microsoft Excel and Word knowledge.
  • Excellent verbal and written communication skills.
  • Proven organisational skills.
  • Ability to work independently.
  • Demonstrate a high level of customer service with a professional manner at all times.
  • Experience with Corporate Travel or similar system would be an advantage.

Qualifications and Achievements

Education

  • A good standard of education up to GCSE level