Our incredible luxury fashion client is excited to be recruiting for an Office Assistant at its West London offices.
You will oversee all administrative activities that ensure the smooth running of the office. You will be liaising with all departments including comms, design, production, HR and central functions as well as being the first point of contact for clients, guests and visitors. You will play an important part in ensuring that our office environment is comfortable, clean and a great place to work at.
The role requires an experienced, proactive and hands on individual with a broad skillset and great organisation skills.
WHAT YOU'LL BE DOING:
Visitors:
We want you to welcome, greet and assist our visitors, clients and guests in a friendly and professional manner providing them with information, directions and connecting them with the relevant individuals they are scheduled to meet. You'll make them feel welcomed and provide refreshments and ensure that you communicate their arrival and ensure they are collected by the appropriate member of staff
Deliveries and Collections:
You'll be responsible for receiving and organising incoming mail and deliveries ensuring they are properly logged and distributed to the appropriate recipient or department within the company. Similarly, with booked collections you'll log and evidence pick-ups.
Office Cleanliness:
Maintaining a clean and organised office is important to how staff and visitors view our company. You will be responsible for keeping the reception area, meeting rooms, kitchen, bathrooms and general office areas well-presented and you'll liaise with external cleaning companies where appropriate. You'll need to be happy to roll your sleeves up and get stuck in with any tidying and sorting out.
Meeting Room Bookings:
You'll make sure that meeting room bookings are scheduled, amended, cancelled and that they are set up for important meetings e.g. Director Meetings, external visitors etc. Ensure meeting rooms are clean and tidy.
Kitchen Supplies:
We offer complimentary drinks and fruit to all our staff. You'll monitor and restock kitchen supplies and other essentials eg groceries, snacks etc and ensure that the kitchen is always stocked and clean.
Office Supplies:
Having a good supply of office supplies e.g. paper and stationery means our staff can work efficiently. We'll rely on you to monitor stock levels, order supplies and monitor any wastage. There will also be ad hoc ordering requests e.g from Atelier, design etc.
Building Maintenance:
You will liaise with our landlord or any relevant external companies on things such as heating, security, rubbish, maintenance issues and sort out problems which may affect staff.
IT:
Deal with all IT issues from Head Office and Store e.g. new equipment, issues with Wifi, equipment upgrades etc. and liaise with IT help desk for bigger issues
HR:
You'll work closely with our HR Manager to ensure all new starters have IT systems in place e.g. email addresses, computer, logins, fobs etc. and ensure they have a clean and tidy desk area on their first day. For leavers you'll ensure all equipment is handed back and any logins, passwords communicated to
our IT company. You will handle HR admin to support the HR Manager e.g tracking and monitoring absence, updating contact details etc
Staff Celebrations and Company Events:
Celebrating birthdays and special occasions is a nice way to boost morale. You will be responsible for diarising birthdays and special occasions and ensure everyone in the company is aware when they occur. You'll organise appropriate gifts etc and send out acknowledgements on the day. You'll also assist at Company events when required.
Ad Hoc:
Because you will be supporting all departments, you may be asked to run errands to support various team members. Things will really ramp up during London Fashion Week and so you will play an integral role in supporting our team in putting on a fabulous show. You will need to be flexible on hours during fashion week.
Knowledge, Skills and Behaviours
- A supreme organiser who is able to time manage, juggle, flex, and adapt to an ever hanging environnent
- A flexible approach to work, ability to cope with ambiguity & thrive in a high-pressure environment. This requires a self-starter with a hands on approach.
- Perfect verbal & written communication skills, able to adapt communication style to the audience.
- Confident and energetic to deal with the fast pace in our office
- A track record of demonstrable problem-solving skills in a fast-paced ever-changing environment
- The highest level of confidentiality & integrity and be highly responsive, organised and detail oriented.
- A team player, able to multi-task and prioritise tasks and deadlines
- Excel and Word skills
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