Operations Administrator

7 days ago

London, Greater London, United Kingdom Bonhams Full time
LondonClosing date: 13 Jan 2023

Bonhams is looking for Operations Administrator to join the Team based in London.

About Bonhams
Bonhams is a global auction house with an 18th century heritage poised for transformative change.

Our global operations are based in London, Paris, New York, Los Angeles and Hong Kong, and we sell in over 60 categories, including motor cars, paintings, jewellery, and entertainment memorabilia.


About the role
An operations administrator to support the daily running of the UK Operations and to support regional Heads of functions.

To take the lead on all facilities management related administration, ensuring planned and preventative maintenance schedules are followed and appropriate documentation is kept ordered and up to date.

To support regular tracking and updates or regional staffing and organization charts; P&L reporting and co-ordination and support of relevant Committee's such as Health & Safety and ESG.


Key Tasks and Responsibilities

  • Work with Department Heads to manage and maintain staffing lists and monthly Operations org charts for global team to ensure 'always live' staffing records globally
  • Collaborate on ad hoc projects when required
  • Produce a timetable of FM PPM and arrange with local Operations Managers
  • Keeping records of service contracts for each location
  • Create and maintain a global real estate schedule in partnership with regional teams and Legal
  • Proactively manage local '2nd tier' suppliers covering services such as travel, office supplies and water
  • Support collation and maintenance of supplier contracts, compliance charter or security declarations
  • Support central management of operating supplies, ensuring spend control and cost efficiency
  • Providing support to the Operations team on invoice management, eBis and Credit Card coding to ensure all invoices are processed in a timely manner
  • Track and record any invoices relating to capital projects to ensure up to date spend v budget reports are available to manage and avoid overspend risk
  • Be available as first response to Finance on any invoice, supplier or spend issues
  • Conducting a preliminary review of Operations spend for monthly P&L review and highlight areas of overspend for investigation
  • Provide cover for Client Services during busy periods, including phone cover, bid registration, clerking and phone bidding
  • Support any administration needs and internal communication related to management or adjustments to the sales calendar
  • Manage ordering and cost control of operations staff uniforms
  • Support internal communication, Townhall's, internal presentation coordination as required
  • Support scheduling, minute taking and documents relating to H&S, ES and Risk Management Committees
  • Track and record relevant ESG energy / sustainability data for the purposes of annual SECR reporting
  • Coordinate monthly KPI collation and compilation of monthly Operations Board report
  • Support reporting requirements and data gathering ad hoc as required
  • Providing administrative support to Operations departments as needed

Skills & Attributes

  • To have detailed knowledge of resources available within the organization
  • Be highly organized, detail orientated and proactively communicative
  • Be able to problem solve and address internal/external issues and concerns within Operations with increased responsibility and accountability
  • Have a focus on consistency and continuity
  • To have an ability to work professionally and responsibly with all other areas within the business
  • Be agile and flexible in ways or working, and proactive in supporting Client Services and Bids
  • Be able to identify trends, foresee opportunities or risks to the daily operation of the business
  • To be confident in challenging upwards

Bonhams Benefits

  • 28 days annual leave (including bank holidays) increasing to 33 with service.
  • Private Health Care
  • Life Assurance
  • Health & Wellbeing Assistance Program
  • Enhanced Family Friendly Policies
  • Learning and Training Assistance Program
  • Annual Travel Season Ticket Loan
  • Cycle to Work Scheme
Bonhams is an equal opportunity employer. As part of our commitment to fight for equality, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.

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