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Assistant Office Manager and Travel Coordinator

1 month ago

Cannon Street, United Kingdom Superb People Full time
We are delighted to be recruiting for a well established and highly professional, team orientated and collaborative consultancy. The role is initially for a 12 month period on a employed contract directly with the business. this means you also have a great benefit package including bonus. The role is fully office based, Monday to Friday 8.30am to 4.30pm. Please apply now for more information
Office Administrator:
* Reception duties to include answering the switchboard, management of meeting room calendars, greeting visitors, preparing meeting room refreshments, organising specific room setup requirements, and ordering any required food and beverages, ahead of meetings.
* Deliveries / Couriers: Booking local and international couriers and receiving and distributing deliveries and post.
* Stationery: Ordering all office stationery supplies including business cards, ensuring supplies are well stocked, sourcing adhoc office supplies, where necessary.
* Kitchen Maintenance: Maintaining storage of office catering supplies and ensuring stocks are always sufficient. Daily maintenance of coffee machine (regular refills and daily cleaning) and ensuring the kitchen and main common areas are presentable at all times. Managing regular deliveries of sundries to the office.
* Office Cleaning: Maintenance of cleaner’s comments book for general cleaning requirements and liaising with cleaners if anything additional is needed or if there are any issues.
* Provide support to Office Manager: Assist with numerous tasks as required, including research tasks, processing expenses for the Office Manager and Senior Managing Director (Human Resources), booking meetings, preparing reports, maintaining the office access pass and locker logs and other adhoc office management-related duties.
* Health & Safety: Ensuring all new joiners are sent relevant health & safety forms and training and monitoring the responses. Carry out regular walk arounds of the office to report any defects. Effectively manage contractors attending our office, booking all visitors in the building portal and organising parking, as required.
* Events: Assisting with events where required, including printing, shipments and logistics and general preparation for both in-house and external events.
Travel Co-ordinator:
* Source and book cost effective travel and accommodation for local and international trips, in adherence with the Company travel policy.
* Manage the end to end process of travel booking; processing visas and other travel requirements. Creating travel itineraries; booking transport (car hires etc) and conducting travel risk assessments.
* Review and update the travel policy and travel booking process regularly, keep abreast of external changes and update risk assessment frameworks as required.
* Manage travel email inbox, ensure travellers are kept informed of travel plans and keep accurate and updated records of all travel related documents including itineraries and passports.
* Liaise with travel agent (Corporate Traveller) to discuss travel plans on a quarterly basis, track invoices/statements, update traveller profiles.
* Provide travel statistics for insurance purposes and liaise with accounts with any travel booking related queries, support HR with insurance policy reviews and renewals.
* Be first point of contact for out of hours travel related issues and make travellers aware of travel and insurance policy related information and International SOS details ahead of their travel.
* Liaise with travel insurance provider for any travel related claims i.e. lost baggage, damaged items, missed flights etc. and be responsible for ensuring the travel insurance information is updated on the staff intranet and template travel emails.
* Work with international offices as required to coordinate cross-company management visits. Maintain lists and details of business travellers to the UK office (for HR purposes). Provide backup for the Dubai and Amsterdam offices for travel arrangements (holiday cover for example).
Skills and Experience Requirements:
* Reception and administration experience in a professional office environment.
* Excellent written and verbal communication skills, strong interpersonal skills with a service-oriented approach.
* Experience of researching and booking travel through both an agency and directly.
* Strong knowledge of MS Office, including Word, Excel and PowerPoint.
* Excellent planning and organisation skills with great time keeping.
* Excellent attention to detail and accuracy.
* Organised; can prioritise workload effectively and manage deadlines.
* Self-motivated; proactive and adaptable; and can use own initiative.
* A keen team player, also able to work independently

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