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Office Assistant
4 months ago
OFFICE ASSISTANT LOCATION: London-Chiswick. Key responsibilities:
- Liaise with external suppliers to ensure continuity of office supplies, management of the budget.
- Management of office IT equipment such as printers and providing support and coordination of equipment to new starters and/or leavers.
- Liaise and co-ordination with identified maintenance company(ies), reporting any faults or repairs that may be required in the office.
- Ensuring the Office Maintenance file is up to date with identified safety checks.
- Liaising with senior management to implement improvements to the office operations, procedures, desks, lockers, etc.
- Acting as a fire marshal and first aider for the office (attending relevant training as required)
- Handle office petty cash, tracking and recording expenditure.
- Have monthly meetings with the building manager and inform your line manager of any update.
- Support on periodic company events planning and implementation through the calendar year.
- Ensure efficient use of the meeting spaces, allocation of desks to permanent and visiting members of staff.
- General administrative duties - email correspondence, dealing with queries, photocopying, collating / binding documents.
- Creating itineraries and booking travel for Directorate business trips. Obtaining competitive quotations for flights, accommodation, etc. and making travel arrangements.
- Preparation of presentations and documents.
- Create and circulate agendas for meetings.
- To manage room bookings for the business and any meeting requirements including IT and catering.
- Greet visitors – new staff, clients and partners. Provide hospitality.
- Meeting co-ordination for Senior Leadership Team – face to face, video & audio with clients, partners and supply chain. Addressing conflicts in time pressured diaries.
- Assist directors with filing expense claims upon request.
- Answer the phone as required.
- Experience of facilities management including managing reception
- Exceptional administrative and organisational skills
- A proven team player who can work with others
- Excellent written and oral communication skills
- Strong IT skills including Microsoft office
- Flexible approach to work
