Office Management Assistant

Salary: £30,000 p.a.

Location: London EC1 - Fully office based.

Our client was established over 25 years ago and have won awards for the service they provide. They are a medium sized firm with superb team collaboration and a friendly atmosphere.

They are looking for someone with good admin skills and a progressive work record to provide support to the busy office management, admin and facilities team, assisting with a variety of office operations. Please note that this role is fully office based.

Main duties and responsibilities

• Assisting with ISO requirements;collecting and analysing data, updating records, preparing training materials, issuing internal communication to staff, preparing for audits, contributing towards a continuous improvement culture.
• Creating and updating department policies and procedures; creating new documents and updating existing guidance when changes are introduced, communicating changes to the team.
• Preparing department bills for approval, forwarding receipts and supplier invoices to the accounts department for payment.
• Coordinating internal communications (including maintenance of the company intranet).
• Front desk duties; sharing responsibility for being the first point of contact for all visitor (incl. guests, couriers, repairmen and colleagues) and handling enquiries in a calm and professional manner.
• Managing incoming and outgoing mail processing and courier deliveries; ensuring the front desk environment is kept tidy and adhering to the Clear Desk Policy and H&S standards.
• Acting as a Fire Marshal and a First Aider; sharing responsibility for emergency response (training will be provided).
• Taking minutes of team meetings and taking ownership of meeting agenda management
• Monitoring incoming chat enquiries, ensuring new enquiries are processed daily.
• Assisting with ordering stationery and office supplies in office administrator’s absence.
• Complying with the company’s environmental policy and following procedures as specified in the Environmental Management System.
• Updating records and gathering data, assisting with documenting processes and updating guidance documents.
• Any other additional duties appropriate to the post as requested by the Office Manager, internal staff or Senior Management.

Experience required:

• Strong background in an administrative support role and must have a genuine interest in office administration.
• Good work record.
• Strong organisational skills, ability to manage multiple responsibilities at once and to prioritise based on urgency and importance.
• Knowledge of ISO requirements useful but not essential.
• Ability to work harmoniously with other team members.
• Good knowledge of Word, Excel and PowerPoint essential.
• Strong communication skills