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Office Executive

3 months ago

London UK, UK, United Kingdom Khanum's Full time

The ideal candidate will be responsible for providing administrative support to ensure efficient operation and maintenance of the office. From ensuring office suppliers are paid, scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner.

Responsibilities

  • Answer phones and direct calls with a positive attitude and an energetic work ethic
  • Provide office guests with a hospitable experience
  • Assist in handling office requests for dial-ins, conference rooms, travel requests, etc.
  • Order office supplies and provide inventory control system
  • Use a range of software, including email, spreadsheets, databases, to ensure the efficient running of the office
  • Develop and implement new administrative systems, such as record management
  • Record office expenditure and manage the budget
  • Organise regular office cleaning and maintain office cleanliness with cleaning, bin management
  • Organise and maintain office expenditures such as wifi, gas, electrics, security systems
  • Maintain the condition of the office and arrange for necessary repairs
  • Ensure adequate staff levels to cover for absences and peaks in workload, often by using temping agencies
  • Write reports for senior management and deliver presentations
  • Assisting customer service from time to time with email management
  • Assisting fulfilment team with picking and packing orders
  • Assisting inventory management of stock
  • Tracking deliveries and shipments arriving
  • Recording all inventory that's arrived
  • Review and update health and safety policies and ensure they're observed
  • Purchasing office equipment such as computers or furniture etc
  • Arrange regular testing for electrical equipment and safety devices
  • Explore new client opportunities for in studio hire
  • Ensure all studio equipment hires are organised for clients and recorded
  • Take care of payments from clients for studio hire
  • Support Founder with administrational duties
  • Executive support to Founder
  • Accounting and budgeting
  • Recruitment assistance for new starers
  • Onboarding new starters
  • Duties not limited to the above


Skills and Qualifications

  • Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
  • Excellent written and verbal communication skills
  • Ability to multi-task, organise, and prioritise work
  • Pro active and on the ball
  • Self sufficient and independant
  • Fast paced, militant, determined, focused and driven
  • Goes above and beyond
  • Committed to role and completing tasks
  • HR and Accounting experience


Working Hours

You'll typically work a 35-hour week, although you may need to start early or stay late during busy periods. We require flexibility.


What to Expect

  • Work is usually office based.
  • The office is two stories and you will need to go up and down the stairs.
  • Fashionable / professional dress is expected.
  • The work can be challenging, as you're often responsible for meeting targets and deadlines, as well as disciplining staff.
  • You may be requested to run errands, make collections and deliveries.