Business Operations Assistant

3 weeks ago

Chertsey, Surrey, United Kingdom UKME Mission Enterprise Ltd Full time

Office Assistant

Seasonal Position

Location: Surrey

Compensation: £14 per hour


This position requires 5 out of 7 days with flexible hours during peak seasons.

At UKME Mission Enterprise Ltd, we are committed to delivering a premier concierge experience to our distinguished clientele. Our focus is on ensuring that the properties we manage are showcased to the highest standards.

This role presents an exciting opportunity for a skilled individual eager to embrace a new challenge within a dynamic and high-achieving team, recognized for their exceptional service delivery.

Key Responsibilities
  • Oversee the office procurement system, liaising with suppliers for bulk orders and securing favorable pricing.
  • Maintain a precise record of suspended transactions with relevant vendors to ensure proper allocation to each client.
  • Facilitate the prompt forwarding of items received in the office to clients.
  • Keep an updated inventory log.
  • Conduct shopping trips to source and acquire items as needed.
  • Monitor stock levels to ensure items are utilized before new orders are placed.
  • Communicate with the Office Manager regarding unfulfilled orders.
  • Consolidate credit card statements and ensure all receipts are properly attached.
  • Manage the accurate filing of contracts, receipts, delivery notes, and other pertinent documents.
  • Receive deliveries and verify their accuracy.
  • Ensure received goods are marked off on order forms and filed appropriately.
  • Validate invoices for authenticity and accuracy.
  • Check for duplicate invoices.
  • Ensure invoices are authorized through the appropriate channels and dispatched accordingly.
  • Log mobile phone usage accurately for clients.
  • Carefully pack and organize the shipping of items for clients.
  • Identify and safely pack hazardous materials separately from non-hazardous items.
  • Coordinate restaurant reservations and manage takeout orders as necessary.
  • Assist with event planning, including design concepts, order placements, and on-site setup and breakdown.
  • Arrange transportation, drivers, and security as requested.
  • Maintain a tidy and organized workspace at all times.
  • Perform word processing, filing, and relevant administrative tasks, including accurate job logging on the company system.
  • Execute any other reasonable requests from management.
  • Uphold a professional demeanor while interacting with clients, colleagues, and external vendors, with a strong emphasis on confidentiality.
  • Deliver exceptional customer service to all visitors and callers.
  • Ensure a consistently professional approach, particularly regarding confidentiality.
  • Engage regularly with colleagues, supervisors, and managers to provide efficient and effective service to clients.
  • Maintain a customer-focused service for both the company and clients.
  • Provide coverage for colleagues during their absences.
  • Adhere to all company policies and procedures, especially those related to health and safety.
  • Perform additional duties as required.
Knowledge, Experience, Skills, and Abilities
  • Prior experience in office administration.
  • Experience with invoice processing and inventory management.
  • Proficient IT skills, particularly with MS Office applications such as Word, Excel, and Outlook.
  • Strong numerical aptitude.
Personal Attributes
  • Highly conscientious and detail-oriented.
  • Excellent time management, organizational, and planning skills.
  • Strong written and verbal communication skills across all levels.
  • Enthusiastic, self-motivated, and able to take initiative.
  • Adaptable and flexible in a fast-paced environment.
  • Able to work under pressure and meet tight deadlines.
  • Reliable and punctual.
  • Professional appearance and demeanor.
  • Ability to work collaboratively in a team and independently.
  • Maintains confidentiality and discretion.
  • Follows instructions accurately and cooperatively.
  • Logical and systematic approach to tasks.
  • Capable of managing multiple tasks efficiently across various projects.
  • Exceptional customer service skills with a pleasant telephone manner.

We look forward to your application.

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