Front Office Manager

4 weeks ago

South East London, United Kingdom Makor Securities London Limited Full time

Introduction
As our company continues to expand and grow, we are seeking a diligent and proactive Front Office Manager to oversee the smooth operation of our facilities and administrative functions. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational skills, and have a keen eye for detail.
Main Duties and Responsibilities:
General Administration:

Manage and coordinate facilities and office operations to ensure efficiency.
Serve as the point of contact for the building manager and landlord, negotiating solutions as needed.
Administer facility maintenance contracts, including cleaning, repairs, and access control.
Negotiate corporate rates and maintain relationships with hotels.
Handle ordering of office supplies and staff refreshments.
Fulfill Fire Marshal duties and oversee fire safety protocols.
Expenses:

Manage and maintain the Expense Management System.
Process expenses for multiple office locations.
Reconcile management and company credit card expenditures monthly.
Ensure all office expenditures over £100 are authorized in line with company policy.
Equipment:

Maintain office supplies and non-IT equipment.
Order equipment as necessary to support office operations.
Travel:

~ Arrange travel and accommodations for non-fee earning staff in compliance with company policy.

Compliance:

Conduct quarterly reporting for FCA compliance on gifts and entertainment.
Administer compliance forms for expenses over £1k, seeking approval from management and compliance.
Management Support:

Prepare correspondence and provide ad hoc administrative support to directors.
Assist with events management as needed.
Administer company distribution lists for document dissemination.
HR:

~ Assist HR Manager with general administrative duties as required.

Finance:

Serve as a point of contact at the bank.
Support Accounts Payable with payment processing.
General Administration Responsibilities:

Ensure the tidiness and functionality of office spaces and meeting rooms.
Answer and direct inbound calls.
Coordinate local and international travel arrangements.
Manage suppliers, service contracts, and office subscriptions.
Handle meeting room bookings and coordinate courier and mail services.
Attend and contribute to monthly operations meetings with the building manager.
Monitor and respond to email queries promptly.
This role offers an exciting opportunity to play a pivotal role in supporting our company's growth and success. If you possess the necessary skills and enthusiasm to excel in this position, we encourage you to apply.

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