Office Assistant

4 weeks ago


Chertsey, United Kingdom UKME Mission Enterprise Ltd Full time

Office Assistant

Seasonal

Surrey

£14 per hour

This role is 5 from 7 days with variable hours but some flexibility during our busy season is key.

Dedicated to providing a 6-star quality private concierge service to our exclusive clients. UKME ensures that the properties we maintain are presented to the highest standard possible.

This is an exciting role for a talented individual who is looking for a new challenge, wants to join a fast paced and high performing team renowned for their approach and delivery of unparalleled service.

We are looking for an Office Assistant to undertake the following duties on a day-to-day basis:

Key Responsibilities
  • Continuously monitoring office purchasing system, contacting companies for large orders and negotiating good discounts wherever possible
  • Maintain accurate log of suspend transactions with any relevant suppliers to ensure each item is correctly allocated to individual Client
  • Ensure any items arriving into the office are forwarded to Client as soon as possible
  • Logging stock and ensuring this is kept up to date
  • Going to shops to source and purchase items on an ad hoc basis
  • Maintain awareness of any items kept in stock to ensure they are used before any new items ordered
  • Liaise with Office Manager regarding any orders that we are unable to fulfil
  • Consolidation of credit card statements and ensure receipts are attached accordingly
  • To be responsible for correct filing of contracts, receipts, delivery notes and all other relevant paperwork
  • Receiving deliveries and ensuring they are correct
  • Ensure that received goods in are marked off on the order forms and filed appropriately when complete
  • Checking the validity and authenticity of invoices and ensuring all totals are correct
  • Checking for duplication of invoices
  • Ensuring that invoices are authorized through the correct channels and forwarded appropriately
  • Ensure that mobile phones are logged correctly in and out, to and from clients
  • Pack with care and organize shipping of any items that need to be sent to Client
  • Identify and organize the safe packing of any hazmat items separately to those of a safe nature
  • Making restaurant reservations and co ordinating take away orders as required
  • Help with any party planning, including design ideas, placing orders and helping with on the day set up and take down
  • Organise cars, drivers and security as requested
  • To maintain a clean and organised workplace at all times
  • Carry out word processing, filing and any relevant computer-based administration including accurate job logging on company system
  • To carry out any other reasonable requests as instructed by Management
  • To ensure a professional approach is undertaken in performing duties when interacting with clients, colleagues and external providers, with particular emphasis on maintaining confidentiality.
  • To provide excellent customer service to all visitors and callers
  • Ensure a professional approach is always delivered with particular emphasis on maintaining confidentiality.
  • Liaise regularly with colleagues, supervisors and managers to ensure an efficient and effective service is delivered to the client at all times.
  • Provide a highly customer focused service to the company and client at all times.
  • Provide cover for colleagues during periods of absence.
  • Adhere to all Company policies and procedures, particularly in regard to health and safety.
  • Any other duties as and when required.
Knowledge/Experience/Skills/Abilities
  • Previous office administration experience
  • Previous experience processing invoices and dealing with stock control
  • Strong IT skills including high competency with MS Office, particularly Word, Excel and Outlook, and the internet
  • Strong numerical skills
Personal Attributes
  • Highly conscientious
  • Strong time management, organisation and planning skills
  • High level of written and verbal communication skills across all levels
  • Enthusiastic and self-motivated with the ability to use their initiative
  • Highly flexible and adaptable
  • Can work under pressure with the ability to meet strict deadlines
  • Reliable and punctual
  • Highly professional and presentable
  • Able to work well in a team and unsupervised
  • Extremely confidential and discreet
  • Can follow instructions in a cooperative and accurate manner
  • Logical and systematic
  • Multi-task orientated - ability to administer work efficiently and timely across various projects simultaneously
  • Highly level of customer service with an excellent telephone manner

Apply now.


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