Office Manager & Finance Team Assistant

Element has an opportunity for a new Office Manager & Finance Team Assistant to join our team within our newly renovated Head Office in central London. This role will play a pivotal role in ensuring the smooth running of our Exec office - combining general office administrative support and being responsible for the office environment and colleague addition a proportion of this role will provide support to our Group Finance team also based in the London office.

Our ideal candidate will be experienced proactive highly organised and passionate about delivering exceptional service.

The nature of the role will require regular attendance in the London office with occasional working from home.

Administrative

• Act as main point of contact for reception visitors deliveries and couriers
• Manage post couriers purchase orders and company credit card expenses
• Monitor and replenish office supplies (stationery kitchen refreshments)
• Organise social and company events
• Support C-Suite lunches expenses travel and general administration
• Provide cover for Executive Assistants as required
• Ensure office cleanliness across meeting rooms kitchen and common areas is maintained

Health & Safety

• Ensure compliance with H&S policies and required training (e.g. fire wardens first aiders)
• Manage risk assessments (fire DSE lighting PAT testing water)
• Maintain first aid supplies and defibrillator checks
• Deliver H&S inductions for new starters

Maintenance Repairs & Suppliers

• Respond promptly to office issues and coordinate repairs
• Ensure supplier relationships contracts and renewals are managed
• Oversee cleaning services and ensure appropriate coverage

Security

• Manage access control systems including passes fobs and guest registration
• Maintain records for lockers bike storage and office distribution lists

Meeting Room Management

• Coordinate booking setup and logistics for on/offsite meetings
• Manage room calendars and catering requirements
• Oversee large space reconfigurations and VC setup with IT

Building Management

• Liaise with landlord and building management on issues and maintenance
• Attend tenant meetings and coordinate with facilities teams

Group Finance Support

• Raising tracking receipting of POs (on D365 system)
• Maintenance of finance and ESG databases (e.g completion of records)
• Routine/month-end close file uploads
• Maintaining London office budget

Key attributes for success:

• High levels of professional integrity with proven ability to manage confidential information
• Excellent communication and strong interpersonal skills
• Effective relationship building across all levels
• Strong attention to detail
• Fantastic organisation and coordination skills
• Strong numeracy skills

Experience:

• Strong experience and working knowledge of H&S compliance and building systems
• Experience of facility management of an office or building
• Proven ability of Microsoft Office (Advanced Outlook Excel essential and D365 desirable)
• Experience working to tight deadlines and with conflicting demands
• Experience being solely responsible for running an office

Element is one of the fastest growing testing inspection and certification businesses in the world. Globally we have more than 9000 brilliant minds operating from 270 sites across 30 countries. Together we share an ambitious purpose to Make tomorrow safer than today.

When failure in use is not an option we help customers make certain that their products materials processes and services are safe compliant and fit for purpose. From early R&D through complex regulatory approvals and into production our global laboratory network of scientists engineers and technologists support customers to achieve assurance over product quality sustainable outcomes and market access.

While we are proud of our global reach working at Element feels like being part of a smaller company. We empower you to take charge of your career and reward excellence and integrity with growth and development.

Industries across the world depend on our care attention to detail and the absolute accuracy of our work. The role we have to play in creating a safer world is much bigger than our organization.

At Element we always take pride in putting our people first. We are an equal opportunity employer that recognizes diversity and inclusion as fundamental to our Vision of becoming the worlds most trusted testing partner.

All suitably qualified candidates will receive consideration for employment on the basis of objective work related criteria and without regard for the following: age disability ethnic origin gender marital status race religion responsibility of dependents sexual orientation or gender identity or other characteristics in accordance with the applicable governing laws or other characteristics in accordance with the applicable governing laws.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. However employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is (a) in response to a formal complaint or charge (b) in furtherance of an investigation proceeding hearing or action including an investigation conducted by the employer or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c)

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