Administrative Support Specialist

2 weeks ago

Fulham, Greater London, United Kingdom Tain Full time

Job Summary

Tain is seeking a highly skilled and versatile Assistant Office Manager to join our team. The ideal candidate will be adaptable, capable of juggling various tasks, and ready to assist our General Manager with duties as needed. This role requires someone who is proactive, organized, and comfortable handling a range of office management responsibilities.

Key Responsibilities

Office Management

  • Oversee daily office operations to ensure a smooth workflow.
  • Manage office supplies and equipment, ensuring adequate stock levels and functionality.
  • Coordinate maintenance and repair of office facilities and equipment.
  • Maintain a clean and organized office environment.

Administrative Support

  • Assist with scheduling meetings, appointments, and managing the General Manager's calendar.
  • Prepare and distribute internal and external communications, such as reports and memos.
  • Handle incoming correspondence, directing it to appropriate personnel.

Financial Assistance

  • Assist the General Manager with financial tasks, including budgeting, expense tracking, and financial reporting.
  • Prepare invoices, process payments, and maintain financial records.
  • Coordinate with the accounting department for audits and other financial activities.

Travel and Accommodation

  • Organize travel arrangements for 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.

Event Coordination

  • Plan and coordinate company events, meetings, and conferences.
  • Handle logistics, such as venue booking, catering, and equipment setup.
  • Manage invitations, RSVPs, and attendee lists.

Human Resources Support

  • Assist with onboarding new employees and organizing orientation sessions.
  • Maintain employee records and manage HR documentation.
  • Support in organizing training sessions and staff development activities.

Qualifications

  • Proven experience in office management, administrative support, or a similar role.
  • Strong organizational and multitasking skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Basic understanding of financial principles and practices.
  • Highly numerate, high attention to detail with commercial awareness.
  • Ability to handle confidential information with discretion.
  • Flexible and adaptable to changing priorities and tasks.
  • Proactive and able to work independently with minimal supervision.
  • Strong attention to detail and problem-solving skills.
  • Ability to work collaboratively within a team and across departments.
  • Verbal communication in either Mandarin or Cantonese highly desirable.

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