Office Manager – Maternity cover

3 weeks ago

London Area, United Kingdom Corinthia Hotels Full time

Our heart, head and hands play a part in everything we do. By caring about the art of hospitality and perfecting every detail, we work together to uplift the lives of others. There is nothing quite like the satisfaction of providing an unrivalled service that is greatly admired.

Corinthia Hotels (UK) Ltd is seeking to recruit an Office Manager to work assisting the Corinthia Group floor and related C-Suite executives. Reporting to the Chief Strategy Officer for IHI, and liaising closely with the PA to Group CEO, PA to CEO CHL and Finance Administrator (which is responsible for the Craven House property management), the position entails multifaceted responsibilities focused on facilitating the smooth functioning of executive operations and managing administrative tasks within the office environment. This role serves as a pivotal link between executives and various stakeholders, necessitating exceptional organisational, communication, and time-management skills.

Responsibilities:

  • Providing comprehensive administrative support to executives, including diary management, scheduling appointments, coordinating meetings, and making travel arrangements.
  • Acting as a primary point of contact for internal and external communications on behalf of executives. This involves screening calls, responding to inquiries, drafting correspondence, and managing email correspondence effectively.
  • Working closely with, covering and supporting of other PA's at the Craven House offices.
  • Managing and organising information effectively, including maintaining databases, filing systems, and document management to facilitate easy access to information when needed.
  • Assisting executives in managing various projects by coordinating tasks, deadlines, and resources. This may involve research, compiling reports, and preparing presentations to support decision-making processes.
  • Organising and coordinating corporate events, meetings, and conferences, ensuring logistical arrangements are in place and events run smoothly.
  • Assisting with financial tasks such as budget tracking, expense reporting, and reconciliation to ensure accurate financial records.
  • Property management for Craven House; ensuring maintenance and servicing schedules are up to date, and any issues in the building are dealt with proactively. Ensuring cleaning supplies are in stock. Ensuring the Health and Fire Safety of building is maintained, which includes regular Fire alarm testing and Emergency lighting testing. To ensure the effective upkeep of the property and that preventative maintenance undertaken.
  • Overseeing the efficient functioning of the office by maintaining office supplies, equipment, and facilities. Managing vendor relationships, processing invoices, and coordinating office maintenance activities are integral aspects of the role.

The Office

  • Assure the readiness of the reception area for each working day; have all front desk activities fully operational at the start of business hours whilst making sure that the reception area is always well kept and organised.
  • Answering the phone in a professional and timely manner, and routing calls as necessary.
  • Greet visitors with a positive and helpful manner and direct them as necessary. Assist in making tea and coffee when needed for visitors and meetings.
  • Anticipating and addressing challenges proactively, exercising sound judgment, and seeking solutions to complex issues in a timely manner.
  • Mail and courier management (receiving and allocating postal and courier deliveries; keeping track of postal requirements and regulations and updating the office on new procedures; despatching books to authors or sales representatives).

Requirements:

  • Have at least 5 years' previous work experience in a similar position
  • Have at least an 'A' level standard of education and be conversant with all MS Office applications.
  • Knowledge of the hospitality industry is a plus.
  • Have excellent telephone skills and office etiquette.
  • Be highly organised, meticulous, and process oriented.
  • Have a positive attitude and work under pressure with minimum supervision.
  • Have a strong and confident personality coupled with the ability to work as part of a team.
  • Possess good interpersonal and communication skills.
  • Be fluent in English both verbal and written.
  • Be able to interact effectively and in a supportive manner.
  • Have strong organisational skills.
  • Maintain a professional image.

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