Operations and Office Assistant

Key Responsibilities

• Office management and administration
• Reception Duties:  Manage incoming calls, emails, and visitors.
• Office Maintenance: Oversee office supplies, equipment, and maintenance issues.
• Facilities Management: Coordinate cleaning, repairs, and office layout.
• Health and Safety: Ensure compliance with health and safety regulations.
• Event Management: Organise company and social events.
• Travel and Accommodation: Book travel arrangements for staff.
• Office Support: Provide general administrative support to all department
•  
• Financial and Reporting
• Financial Management: Process expenses, purchase orders, and invoices.
• Reporting: Prepare and submit required reports (e.g. CCS, security audit).
 
• Project Support
• Project Assistance: Contribute to various projects as needed (e.g., DetectX, Hotel Matcher).
• Data Management: Handle data validation and analysis.
 
• Client and Stakeholder Management
• Client Support: Assist with client meetings and events.
• Stakeholder Liaison: Maintain relationships with building management and suppliers.
 
• People and Culture
• Onboarding and Off-boarding: Support new and departing employees.
• Team Support: Contribute to a positive and efficient office environment.

Skills/Experience

• Essential Skills
• Organisational and Time Management:  Ability to self manage, prioritise tasks, meet deadlines, and manage multiple projects simultaneously.
• Communication: Excellent verbal and written communication skills for interacting with colleagues, clients, and external parties.
• Interpersonal Skills:  Strong relationship-building and teamwork abilities to collaborate effectively with different departments.
• Problem-Solving: Ability to think critically and find solutions to challenges.
• Attention to Detail: Meticulous approach to ensure accuracy in tasks and data management.
• Adaptability: Flexibility to handle changing priorities and responsibilities.
• Proficiency in IT: Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
 
• Experience
• Office Administration:  Proven experience in a similar role, handling a variety of administrative tasks.
• Event Management: Experience in planning and executing events, including budgeting and coordination.
• Customer Service: Strong customer service orientation to interact with clients and visitors.
• Project Management: Ability to support and contribute to various projects.