We have an exciting opportunity to join a South Kensington based Property Investment firm as an Office Assistant working closely with the Operations Manager to ensure the smooth running of this busy and vibrant 25 person office. The right person will have previous office experience and be looking to take on a busy and diverse role within a naturing environment.
Duties will include:
Reception, Office Presentation and Administration
- Welcome colleagues and visitors; ensure everyone is made to feel comfortable and looked after.
- Ensure meeting rooms are clean, presentable, and set up with the appropriate equipment as required.
- Answer calls swiftly in a clear, confident, friendly manner and direct calls and messages to the appropriate person.
- Telephone champion; able to set-up new users and answer any telephone system related queries.
- Ensure the office is consistently kept tidy, presentable, and replenished by continually maintaining adequate stock levels.
- Responsible for organising and delivery of staff monthly lunches, ad hoc special occasion events, including gifts, cards and collections.
- Build good relations with office suppliers to maintain service levels and assist with any tender processes.
- Organise and distribute incoming and outgoing post and parcels, including using the Royal Mail online postage purchasing portal.
- Order, log, and coordinate all couriers and taxis as required.
- Create purchase orders relating to operations and office expenses and log supplier invoices into a database.
- Work with the finance team to ensure that credit card receipts are correctly scanned and logged.
- Support helpdesk and the wider team with general administration overflow.
Supporting the Operations Manager
- Assist the OM with maintaining policies and procedures, HR, recruitment and onboarding.
- Director support, when required.
- Diary management, organising lunches and other ad hoc requirements.
- Maintain and update areas of our intranet (SharePoint) with absence data and events.
- Support the OM with new joiner and leaver processes.
- Assist the OM with arranging and delivering informative and collaborative staff meetings, organising and hosting inclusive company socials and events.
Health and Safety
- Adhere to the Company's H&S policy; have an understanding of individual responsibilities, proactively assessing the reception and office areas to ensure they are free from obstruction and risk, and swiftly reporting any potential issues.
- Assist the OM with the production of risk assessments.
- Ensure visitors are aware of relevant health & safety regulations.