Office & Directors Executive

7 months ago

Cheltenham, United Kingdom Montpellier Legal Full time

This role provides a brilliant opportunity for an enthusiastic and excellent communicator to join a thriving Company which provides fantastic long-term career prospects. Working closely to assist the Directors, you will help with the daily administrative tasks necessary for the implementation of Board decisions and the efficient running of the office environment. The successful applicant will also assist with organising our many staff social events.

**About Us**:
Located in brand new, modern and dynamic offices in Central Cheltenham, Montpellier Legal provides a friendly and forward-thinking atmosphere. We specialise in residential conveyancing and seek to provide a fast and efficient service across a broad range of transactions, from dealing with local work in the Cotswolds, through to luxury coastal homes and central London townhouses. We are revolutionising the customer experience with our ground-breaking technology, industry leading expertise, and market leading customer care.

We maintain a creative, highly positive working culture for our staff, offering an excellent office environment, plenty of staff social events, alongside personal development opportunities. Some examples of recent staff care events have included: a day at the Cheltenham races and taking the team on an expenses paid overseas conference.

If you would like to be part of this, we would love to hear from you.

**Please see below for a little more about this role. The following tasks provide an illustration of the day to day duties the successful applicant would be expected to undertake.**
- Carry out day to day administrative duties in the office and ensure that the office environment is operating smoothly.
- Manage the business insurance and authorisations calendar, ensuring renewals are managed appropriately and in a timely manner.
- Liaise between the Directors, the Managing Agents, security staff and the cleaners for the offices to enable smooth operation of services shared with other building tenants.
- Manage office supplies inventory and place orders as necessary.
- Liaise between third party providers and the Directors to ensure that business needs are served at all times, for example but not limited to, contractors.
- Receive and distribute incoming mail to the Teams; deliveries and manage outgoing mail, including the supervision and checking of the use of the firm’s franking machines.
- Identify opportunities for process and office management improvements, and design and implement new systems.
- Assist with the firm’s recruitment, including the posting of job adverts, arranging interviews and issuing recruitment decisions and preparing contracts.
- Issuing formal notifications to staff including letters of promotion, pay reviews, and departure acceptances.
- Co-ordinating the onboarding process for all new starters.
- Assisting with managing staff calendars and monitoring absence.
- Uploading information to our HR systems and Portal and maintaining this information to ensure it is kept up to date.
- Assist in ensuring that office and people policies are implemented and kept up to date.
- Manage the meeting room schedule and ensure that required resources are provided for meetings as directed.
- Provide other administrative support as necessary, including scheduling group meetings, training events and maintaining calendars.
- Providing support for team/company events, including researching venues and presenting options to the Directors.
- Support travel arrangements and booking for staff social events, including diary management as required for the Directors.
- Undertake weekly Fire Alarm tests and assist the Responsible Person with the regular Fire Risk Assessments and implementation of necessary actions.
- Assist the Health and Safety Officer with the implementation of good practices, rectifying any issues identified and undertaking regular assessments as required.
- Any other tasks as directed by the Directors.

**About You**:

- You must be self-motivated and have the ability to efficiently organise both yourself and others.
- You must be discreet and understand the need to keep all Board matters confidential.
- Excellent interpersonal and written and oral communication skills are essential.
- Previous experience working in office administration would be ideal but is not essential.
- A positive "can do" attitude is key to our culture and business model.
- Proficiency in Microsoft packages is essential.
- You must possess a valid driving licence and access to a vehicle.

**Added extras and benefits**:

- Pension
- Subsidised Gym Membership
- Subsidised Park and Ride
- Central and modern offices
- Quarterly bonus
- Additional time off to celebrate your birthday
- Monthly Pizza Friday
- Discounted dining at selected venues

**Benefits**:

- Employee discount
- Referral programme

Schedule:

- Monday to Friday
- No weekends

Ability to commute/relocate:

- Cheltenham: reliably commute or plan to relocate before starting

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