Office Manager

1 month ago


Waterlooville, United Kingdom CV-Library Full time

Job Summary:

We are seeking a highly organised and proactive Office manager /Personal Assistant (PA) to support the Head office & Managing Director in managing both professional and personal tasks. This full-time position, requiring 5 days of work per week, is ideal for someone who is, detail-oriented, adaptable with full finance understanding, Ability to run a CRM system and thrives in a fast-paced environment. The role will ensure smooth daily operations by providing essential senior administrative and organisational support.

Key Responsibilities:

* Management of administration staff, spearheading continuous improvements to overall office efficiency by establishing smooth workflow processes, monitoring daily productivity and implementing modifications to eliminate operational bottlenecks.

* Handle and prioritise email correspondence, phone calls, and other communications on behalf of senior management.

* Consult with senior management to develop operational enhancements, streamline processes and increase team performance.

* Maintaining confidentiality of sensitive information.

* Interact with customers professionally by phone, email or in-person to provide information and direct queries to appropriate colleagues.

* Provide administrative support for various projects, ensuring deadlines are met.

* Manage and coordinate calendars, including scheduling meetings, appointments and events.

* Administer employee entitlements: Authorise leave requests, review timesheets and allocate hours to spreadsheets, liaise with payroll personnel.

* Partner with outsourced HR provision to update and maintain office policies as necessary.

* Chair meetings and minute take, as and when required.

* Prepare reports, presentations, and documents.

* Generate application statements and invoices, ensuring that all items are invoiced and paid on time.

* Process incoming vendor invoices by reconciling against purchase orders and problem solving where necessary.

* Manage contract and price negotiations with office vendors, utilities, service providers.

* Organise physical files and digital records to ensure ease of accessibility and retrieval by team members

* Coordinate with IT department on all office equipment

* Maintain the office condition and arrange necessary repairs

* Provide general support to visitors

Requirements:

* Proven experience as an Office Manager /Personal Assistant or in a similar senior administrative role.

* Excellent organisational and time-management skills.

* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

* Experience and knowledge of a CRM software system (Job Logic).

* Ability to handle sensitive information with discretion and confidentiality.

* Detail-oriented, with the ability to multitask and prioritise effectively.

* Ability to work independently and take initiative when needed.

* Strong problem-solving skills and a proactive approach to challenges.

Desirable Skills/Qualifications:

Experience in working as an office manager/ PA or senior Administrator.

Knowledge of Facilities Management, Property Services or HVAC

Knowledge of CRM System or similar.

Benefits:

20 Days Annual Leave (Pro-Rata) + Bank Holidays
Company Pension
Free Parking

For more infromation, please apply with your up to date CV


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