Office Manager at boutique Mayfair firm

2 weeks ago

London, United Kingdom Lavender Jones Recruitment Full time

This boutique, well established independent commodity trading company based in the heart of Mayfair is looking for an Office Manager to become part of their team. The role requires someone with 3-4 years office management experience and will report into a wonderful senior EA in the firm. The office consists of 12 people but is continuing to grow so it is a very exciting time to join the business. It can be a fast paced and pressurised environment at times but they are a really nice bunch of people and there is a real family feel to the business. The role will be based in the Mayfair office 5 days per week and the hours are 8.30am – 4.30pm with the Office Manager arriving half an hour earlier than the rest of the team to get the office ready for the day. The key responsibilities will include:

Administrative Support:

  • Manage office supplies inventory and place orders as needed.
  • Coordinate mail distribution and courier services.
  • Maintain office equipment and arrange for repairs when necessary.
  • Handle incoming calls and correspondence, redirecting them as appropriate.
  • Register scheduled visitors with the main desk, greet and assist visitors, clients, and vendors in a courteous and professional manner.
  • Data entry, presentation preparation, and assisting with other documents as requested.
  • Organise and maintain documents through efficient filing systems.

Facilities Management:

  • Ensure the cleanliness and organisation of the office space.
  • Oversee maintenance tasks, including repairs and renovations.
  • Manage relationships with vendors and service providers, including but not limited to; IT support, travel agencies, HR provider, building management, recruitment agencies, health insurance company, DHL, and others.
  • Develop and implement office policies and procedures to optimise efficiency.

Human Resources Support:

  • Key point of contact with external HR provider.
  • Assist with the recruitment process, including posting job openings and scheduling interviews.
  • Coordinate employee onboarding and orientation programs.
  • Maintain employee records and update HR systems as needed.
  • Manage employee benefits administration and assist with payroll processing.
  • Handle employee enquiries and concerns in a timely and professional manner.

Financial Management:

  • Work with the Accounts Team on the submitting and managing invoices.
  • Ensure compliance with financial policies and procedures.

Team Coordination:

  • Collaborate with department heads to support their administrative needs.
  • Book travel arrangements.
  • Organise team-building activities, events and socials.
  • Assist with special projects: Collaborate with team members on various projects as needed.

The ideal candidate will be a proactive, dependable, trustworthy and adaptable individual who can handle multiple tasks with precision and professionalism. Office management experience is required, along with knowledge of HR practices and procedures and good Microsoft Office skills. This is a lovely Office Manager role amongst a friendly yet fast paced family run business in the heart of Mayfair.

Please note, that due to the high volume of applications we receive for each job post we are only able to get back to successful applicants.

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