Personal Assistant / Office Manager
Location: Loughton, IG10
Salary: Negotiable
An exciting opportunity has arisen for a multiskilled and trustworthy Personal Assistant/Office Manager to join our client's growing business.
The Role
You will report directly and be accountable to the Managing Director/Senior Leadership Team. The varied and challenging role will be split between busy accountancy and property development companies.
In this role, you will be expected to display exceptional leadership to both work closely with senior staff but also to act on your own initiative to ensure that tasks are completed to a very high standard. You will also take a lead in managing the office on a day-to-day level to deliver a positive experience for colleagues and clients alike.
Key Tasks and Responsibilities
- Manage the office and more junior staff. This includes reviewing work and holding staff to account to ensure that all is completed to an exemplary standard.
- Formatting/typing correspondence and e-mails.
- Managing staff annual leave
- Respond in a timely manner to client enquiries by telephone, e-mail, and in person. This includes being a main point of contact for some larger clients.
- Assist with the diary management for senior staff – booking, rescheduling meetings, avoiding clashes, etc. This includes setting up virtual meetings via platforms such as Zoom.
- Deputise for senior staff where appropriate.
- Process bank/card/cheque payments for the business.
- Manage and establish positive business relationships with suppliers.
- Pursuing trade debtors through e-mails, letters before action, and county court proceedings
- Attend to insurance policy renewals, updates, claims, etc for properties, vehicles, and professional indemnity
- Purchase of basic office supplies – stationery, tea, coffee, etc
- Operating petty cash and maintaining a clear trail of expenditure and receipts for audit purposes
- Oversee anti money laundering (AML) policies, procedures, and daily implementation to ensure compliance
- Draw up engagement documents from agreed templates
- Draw up tenancy agreements from agreed templates
- Protect tenant deposits to ensure full legal compliance
- Attend to property licencing renewals as necessary
- Arrange for repairs/inspection with contractors, to include gas safety and electrical certificates
- Assist with the acquisition and development of commercial and residential property. This includes liaising with solicitors, agents, architects, planning consultants, local authorities, heritage specialists, etc
- Assisting the Managing Director and their family with various personal affairs – e.g. booking travel, arranging vehicle MOTs, road tax, etc.
- Assisting with recruitment/induction of new staff.
- Miscellaneous other tasks as reasonably requested by senior staff
Skills and Experience
- Excellent written and spoken English
- Excellent working knowledge of Microsoft Office – especially Word, Excel, and Outlook
- Meticulous attention to detail, including the ability to draft and analyse complex documents
- GCSE English and Maths at grade ‘C' or above or equivalent
- Able to proactively prioritise competing demands and, at times, to work under pressures
- Ability to work both as part of a medium-sized team and also proactively under own initiative
- Clear understanding of the need for confidentiality and discretion
To Apply
If you feel you are a suitable candidate and would like to work for this reputable company, then please do not hesitate in applying.