Pa/ Office Manager

3 weeks ago

Park Royal, United Kingdom Directions Recruitment Specialists Full time

we are looking for a great person who is a bit of an all-rounder

Office Based

the company is an established metal fabrication firm located in Willesden Junction, London. NW10.
They are currently seeking a, experienced highly flexible, and versatile Executive Assistant/ Office Manager, with exceptional communication skills both verbal and written, together with excellent IT skills, and who can assist us in the correlation and collectionof Client information, Project work, and Personal work for the MD

PA/Office Manager to the Managing Director role includes:
This is working on many projects with the MD
Dealing with all types of people to follow the projects and make sure they are coming in on time and making sure Md Knows at what level they are at.
Needs to be very organised and have excellent Excel skills for the reports
Duties:
PA / Office manager duties
First point of contact to deal with correspondence and telephone calls, ensuring urgent messages are actioned immediately.
Support the Managing Director with secretarial support such as typing up correspondence, diary management, and organising meetings.
Prepare daily and monthly reports
Support the Managing Director with Human Resources administration such as the recruitment
Managing employee schedules and potential conflicts
Take inventory of office supplies and order more if needed
Helping establish and maintain office procedures
Dealing with staff recruitment
Providing executive secretarial and PA support for the Managing Director
Preparing a wide range of documentation including correspondence and reports
Managing a busy diary schedule, arranging meetings, and preparing the required paperwork
Maintaining administration systems both manual and computerised
Liaising with clients and managing any account queries that arise
process, as well as maintaining attendance records for the Division, including holiday, sickness, and attendance records.
Maintain efficient filling and archive systems for the Managing Director and for employee records.
Ensuring the general office facilities are intact, ordering of new computers, phones including mobile phones for Site Staff.
Manage schedules, calendars, and appointments, including a shared team diary
Implement and maintain all office related procedures
Procure and maintain necessary equipment and supplies for the office
Oversee travel arrangements and operations
Create and maintain effective administrative documentation and procedures, continuously monitoring these to ensure consistency.
Assisting with preparation of reports & formatting, SharePoint management - permissions/access requests/training/folder & structure set up
Raising & Managing IT requests and multiple mailbox management, providing O365 support

Experience, Qualifications, and Skills
**Experience**:
Experience working in a secretarial/PA role supporting Director level roles.
Excellent knowledge of excel word Outlook and CRM i.
Great people skills and ability to comfortably communicate with colleagues at all levels of the organisation in a professional and responsible manner.
Outstanding organisational skills with the capability to manage and prioritise your workload efficiently.
A good work ethic and positive, can-do attitude with the ability to solve problems using your own initiative.
Skills and Aptitude:
Excellent administration and organisation skills
Strong communication and listening skills
Ability to prioritise workload and meet tight deadlines
Demonstrates a high level of discretion and confidentiality.
Ability to work on own as well as part of a team
Proficient IT skills along with a good working knowledge of Microsoft Office (Word, Excel and Outlook) and the ability to adapt to new systems.
Committed to diversity and inclusion
General Admin
Diary Management
Travel Booking
Inbox Management
Project Management / Support
Customer Service
Research
You must be highly organised, proactive and able to prioritise workload, with excellent written and verbal communication skills and strong attention to detail.

Sales order and Admin duties
Working with Vendors on stock availability, purchases etc.

Creating Quotes for clients.

Order Material in coordination with the project manager.

Scanning, filing, and organising documents.

Maintaining accurate documentation in our internal systems.

Accurately and efficiently handle information in a manner that complies with
regulatory requirements.

Maintain operations by following policies and procedures; reporting needed
changes.

Liaise with the production team on relevant matters.

General administration duties.

Assisting the sales manager with any necessary administration work.

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