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3 months ago
Magpie Recruitment
Salary: £25k - 26k per year
Location: London
Job type: Permanent
Contact: James Cox
Category: Office Manager Jobs

 

The main responsibility for this role is to manage the day to day administration of the office and provide support within the business where necessary.

 

The ideal candidate will have the following qualities:

  • General knowledge of Word and Excel is required
  • Ability to work under own initiative
  • Excellent communication skills
  • Be extremely well organised
  • As the first point of contact for visitors, must be well presented and have an approachable and friendly personality
  • Proactive and flexible
  • Have a keen eye for detail and be willing to learn
  • Be a team player

General office administration:

  • Answer and manage the switchboard phone.
  • Manage meeting room diaries, reviewing daily to make sure they run smoothly.
  • Meet and greet visitors, make drinks, organise lunch & other refreshments.
  • Keep the kitchen stocked with general supplies
  • Distribute incoming post and parcels amongst the office
  • Organise couriers to send out product samples, making sure to package properly.
  • Manage company travel cards.
  • Support team with various adhoc projects including printing and binding presentations
  • Review and monitor general office costs such as couriers and stationery suppliers to reduce overhead company costs.
  • Book flights and hotels for business trips
  • Assist the Directors/Account Managers with spreadsheet and typing back up
  • Help keep the sample room organised and work with Account Management team to ensure all samples are neatly and correctly labelled. 
  • Make sure kitchen is immaculate at all times. This will involve unloading/loading the dishwasher, removing rubbish and cleaning.
  • Oversee general office tidying, paying particular attention to the ground floor
  • Organise taxi bookings for staff and visitors, as and when required.
  • Manage the post room, monitoring stock levels of stationery & other office supplies and ordering when necessary.
  • Monitor the maintenance of the building, booking contractors when necessary having reviewed costs with Accounts before confirmation.
  • Look after all utilities i.e. heating etc.
  • Liaise with IT to overcome any IT issues
  • Look after the phone system and resolve any issues

New Joiners/Leavers

  • Liaising with Director’s EA/HR Co-coordinator, before new joiners start, identify set up needs
  • Liaise with IT to set up email access
  • Set up new joiner work stations and add details to the phone system and relevant address lists.
  • Give new joiner induction on their first day including Health and Safety presentation, advising on First Aid and Fire Drill processes, teaching them how to use the phone system, locking up process, oyster cards, office orientation i.e. toilets, kitchen, stationery, printers etc.  Give access fob and if necessary, key and alarm fob.
  • Ensure all leavers return any company property before leaving i.e. keys etc
  • Help update leaver’s information to ensure that all emails etc are moved across to the relevant person.

Health and Safety

  • Take ownership of fire safety, including risk assessments, fire drills/testing and maintain records.
  • Take ownership of Health and Safety, including undertaking risk assessments and ensuring is legally compliant.



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