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Office Manager

Job Title: Office Manager
Contract Type: Permanent
Location: UK - England - South East England, London
Industry:
Salary: £18,000 - £20,000
REF: 120726
Contact Name: Vildan Cifci
Contact Email: vcifci@allen-york.com
Job Published: over 4 years ago

Job Purpose:

  1. To ensure that all areas of the building are kept clean and tidy.
  2. To keep the office operations running smoothly at all times.
  3. To carry out administrative tasks as required for the smooth running of the team.
  4. To portray the company image and role model the company values.

Main Duties:

 

Reception

  1. To answer the telephone, transfer calls and take messages for the relevant people.
  2. To monitor the entry phone and front door, updating databases accordingly.
  3. To meet and greet clients to the office, you will be the first point of contact for all clients and will therefore require an excellent command of English.
  4. To be highly presentable, helpful and personable in a professional manner.
  5. To maintain a neat and tidy reception area, ensuring all meeting rooms and front of office areas look immaculate and professional at all times.
  6. To be responsible for organising and receiving all deliveries i.e. couriers, post, recording essential information, receipt of deliveries.
  7. To keep the kitchens stocked, organised, presentable and clean at all times.
  8. To be responsible for the prepaid card and reconciliation, by following the procedures.

Office

  1. To organise catering and refreshments for all meetings and ensure meeting rooms are clean and presentable. Clear catering/refreshments after each meeting.
  2. To keep all office staff up-to-date with internal communications i.e. contacts list, supplier details etc.
  3. To be responsible for unlocking and locking doors to the showroom and turning lights on/off at beginning and end of the working day.
  4. To check and maintain other staff areas i.e. printers and toilets.
  5. To oversee kitchen deliveries and monitoring supplies.
  6. To be responsible for liaising with managing agents.

Administration

  1. To be responsible for all aspects of managing Hire.
  2. To be responsible for collating databases and auctioning mail outs.
  3. To undertake administration support for Directors as required.
  4. To be responsible for ordering stationery, brochure stock count and other sundry ordering along with keeping these areas tidy.
  5. To be responsible for collating and organising office recycling.
  6. To be responsible for keeping commission documents up-to-date.

Other

  1. To be the chief fire marshal, ensuring everyone is aware of the fire evacuation procedure and any related tasks.
  2. To cover members of the team when they are absent.
  3. To ensure company resources are used in an appropriate and cost-conscious manner.
  4. To meet KPIs set by your manager in the specified timelines.
  5. To use PPE/PRE as and when instructed, for the safety of yourself.
  6. To maintain strong attention to detail and the ability to maintain performance under pressure and to tight deadlines.
  7. To promote excellent customer service at all times.
  8. To remain professional at all times.
  9. To abide by the company’s policies and procedures at all times.
  10. To abide by and promote Health & Safety at work, at all times.
  11. To treat everyone fairly and equally.
  12. To abide by the company handbook.
  13. Any ad hoc duties required for the needs of the business.