Office Manager Part time

Purpose of the job

This position requires a person with high quality administrative and organisational skills to manage the day to day operations of the office provide assistance and administrative support to the team and to work closely with senior management to provide a coordinated approach to the varied duties outlined in this job description.

Main responsibilities

• Facilities and supplier management to include:
  • Liaison with suppliers ensuring contracts are reviewed before renewal and changes are recorded on our supplier system
  • Monitoring office supplies stationery and IT equipment obtaining approval monitoring expense/budget and placing orders when necessary
  • Liaising with the landlord and cleaners in relation to maintenance repairs etc
  • Monitoring and ordering access cards and office keys
• Financials to include:
  • Invoice coding seeking approval filing updating invoice log monitoring expense/budget and answering queries from the accounts team
  • Collating employee expenses for approval and filing
  • Monthly credit card reconciliations
  • Petty cash control and reconciliation
• Diary management setting up and scheduling of meetings and hosting of visitors
• To provide administrative support to the team including:
  • Rebranding and reformatting of documentation ensuring branding guidelines are followed
  • Archiving files maintaining external archive directory and accessing files
  • Document scanning
• To be responsible for organising monthly Management Team Meetings.  Finalising the agenda taking minutes and following up on tasks to ensure they have been completed in a timely manner
• To ensure the Business Continuity Plan is kept up to date and implement testing thereof
• To liaise with the local HR representative to:
  • Assist with the new starter process
  • Ensure Health & Safety processes and procedures are kept up to date and changes advised to all members of the team
• To handle incoming and outgoing post which will include drafting response letters/emails redirecting filing and archiving
• To respond to all incoming telephone calls/enquiries from clients intermediaries and service providers promptly
• General office duties and any other duties that may be required such as arranging couriers photocopying and typing.

Qualifications :

Knowledge skills and experience

• High quality secretarial and organisational skills with the ability to work unsupervised and under own initiative.
• The ability to work whilst under pressure respond positively to changing priorities and client enquiries and to take responsibility when necessary.
• The ability to gain a good knowledge and awareness of the professional services provided and the practicalities and nuances involved.
• Very good current working knowledge of Outlook Word Excel and PowerPoint.
• Excellent communication and management skills.
• Ability to keep clear and concise records particularly whilst under pressure.

Additional Information :

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC  Clients are at the centre of our world and were committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS  We aim high. We think and act globally seizing every opportunity to delight our clients and support our colleagues wherever in the world they may be.
• We are AGILE  We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple efficient and effective.
• We are COLLABORATIVE  With a curious mindset we ask the right questions to get to the right solution for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL  We behave with integrity at all times and assume positive intent building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if theres anything we can do to make the process easier for you. You can reach us at .

Were an equal opportunity employer. All applicants will be considered for employment without attention to age ethnicity religion sex sexual orientation gender identity family or parental status national origin or veteran neurodiversity or disability status.