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Office Operations Coordinator

2 months ago

Fulham, Greater London, United Kingdom Tain Full time
Job Overview

Tain is seeking a highly skilled and versatile Assistant Office Manager to join our team. As a key member of our operations team, you will be responsible for ensuring the smooth day-to-day functioning of our office.

Key Responsibilities
  • Office Management
    • Oversee the daily operations of our office, ensuring a seamless workflow and efficient use of resources.
    • Manage office supplies and equipment, maintaining adequate stock levels and ensuring optimal functionality.
    • Coordinate maintenance and repair of office facilities and equipment, ensuring minimal downtime and disruption to our operations.
    • Maintain a clean and organized office environment, adhering to high standards of professionalism and aesthetics.
  • Administrative Support
    • Provide administrative assistance to our General Manager, including scheduling meetings, appointments, and managing their calendar.
    • Prepare and distribute internal and external communications, such as reports, memos, and other business documents.
    • Handle incoming correspondence, directing it to the appropriate personnel and ensuring timely responses.
  • Financial Assistance
    • Assist the General Manager with financial tasks, including budgeting, expense tracking, and financial reporting.
    • Prepare invoices, process payments, and maintain accurate financial records.
    • Coordinate with our accounting department for audits and other financial activities, ensuring compliance with regulatory requirements.
  • Travel and Accommodation
    • Organize travel arrangements for our executives, including booking flights, accommodation, and transportation.
    • Prepare travel itineraries and ensure executives have all necessary travel documents.
    • Manage expense reports related to travel and accommodation, ensuring accurate and timely reimbursement.
  • Event Coordination
    • Plan and coordinate company events, meetings, and conferences, ensuring seamless execution and high-quality outcomes.
    • Handle logistics, such as venue booking, catering, and equipment setup.
    • Manage invitations, RSVPs, and attendee lists, ensuring accurate and timely communication.
  • Human Resources Support
    • Assist with onboarding new employees, organizing orientation sessions, and ensuring a smooth transition into the company.
    • Maintain employee records and manage HR documentation, ensuring compliance with regulatory requirements.
    • Support in organizing training sessions and staff development activities, promoting employee growth and development.
    Requirements
    • Proven experience in office management, administrative support, or a similar role.
    • Strong organizational and multitasking skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
    • Excellent written and verbal communication abilities, with the ability to effectively communicate with stakeholders at all levels.
    • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), with the ability to learn and adapt to new software and systems.
    • Basic understanding of financial principles and practices, with the ability to analyze and interpret financial data.
    • Highly numerate, with a strong attention to detail and commercial awareness.
    • Ability to handle confidential information with discretion, maintaining confidentiality and professionalism at all times.
    • Flexible and adaptable, with the ability to work independently and as part of a team, with minimal supervision.
    • Strong attention to detail and problem-solving skills, with the ability to think critically and resolve complex issues.
    • Ability to work collaboratively within a team and across departments, promoting a culture of collaboration and teamwork.
    • Verbal communication in either Mandarin or Cantonese is highly desirable, but not required.