Office Manager and PA to MD

Location
Bedford, Bedfordshire, England
Salary
£20000 - £24000 per annum
Posted
26 Jan 2018
Closes
23 Feb 2018
Ref
00078496
Contact
Recruitment Genius Ltd
Contract Type
Permanent
Hours
Part Time
This website design and development company is looking for someone who wants their next rewarding career challenge, wants to be part of a dynamic team and in a high paced environment. Someone with the tenacity for attention to detail and yet the ability to look at the bigger picture, engage and encourage co-workers for a mutual end and deliver results.

The role is to support the efficient running of a growing digital agency and software provider, by providing office management, administration and PA support; facilitating the team to focus on their roles whilst adhering company policy. As the role will be supporting the MD, an ability to be diplomatic and confidential at all times is key.

Responsibilities include:

Office management
- Being internal contact for internal system and software processes
- Managing procurement, office equipment, phones, supplies, heating etc. and reviewing budgets.
- Managing cleaning, maintenance and repair of office equipment
- General office duties ensuring customers are dealt with in a friendly and professional manner on the phone and in person.

Finance
- Debt control
- Verifying and inputting contractors' purchase invoices
- Raising sales invoices to customers
- Completing/coordinating month-end financial administration processes
- Supporting setting up and maintenance of client projects in management information system (Journey)
- Monitoring and raising quotations
- Producing monthly client reports
- Raising purchase orders
- Managing the accounts email box which includes supplier queries and client queries.
- Entering supplier invoices and receipts into bookkeeping software and reconciling payments made or received against the bank and credit card statements.
- Liaising with, supporting and handling queries from the Bookkeeper.
- General administration duties

PA
- Supporting MD in all internal/team meetings
- Preparing data and information for meetings
- Completing minutes, producing agreed SMART actions
- Booking travel, accommodation, and restaurants

Sales administration
- Managing some client relationship
- Supporting order confirmation and project creation process
- Administering client contractual documentation
- Updating client records
- Filing
- Updatitng CRM system

Quality
- Supporting the MD with Quality (ISO 9001:2015)
- Looking for opportunities to improve systems

HR & H&S
- Managing the HR & HS reviews and with external HR company and reporting to management team
- Supporting HR/Line managers company with maintaining employee handbook
- Maintaining employee records
- Supporting employee recruitment and induction

Desirable skills:
- Proven office management and minimum 1 years PA experience preferred
- Excellent IT skills
- Extensive office 365 email / internet experience essential
- Experience of working with ISO 9001:2008/2015
- Experience of implementation of CRM/ERP systems

They are open, for the right candidate, for the role to be part time hours, from 25 -30 hrs per week to full time.

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