Office Manager

This creative marketing services agency is looking to recruit an Office Manager to provide a responsive, organised administrative service to the Managing Director and to manage and prioritise the needs of the office.

You will undertake Executive Administrative functions to ensure that the office operates smoothly, effectively and efficiently.

Key responsibilities:
Administration
- The daily running of the office, ensuring the office is maintained in a tidy state
- Purchasing of stationary supplies, refreshments and other requirements
- Filtering incoming post, general information, queries, and phone calls
- General Admin including Scanning, copying, printing and filing
- Greeting and hosting clients upon arrival to the office
- Develop strong working relationships and clear communications within the office to ensure we all work as one team
- Arranging management meetings, and preparation of meeting packs
- Managing the monthly Rise and Shine breakfast for the office
- Organising company social events
- Diary management, scheduling of meeting, board room requirements and parking facilities

Facilities
- Liaise with landlord or 3rd parties and take appropriate action to major, minor and annual maintenance issues including, plumbing, electrical and architectural issues
- Manage the contracts and regularly review the performance of our cleaners
- Manage any required office improvements or developments

Finance and Reporting
- Reporting on job profitability and invoicing to support the Management Team
- Supporting the Finance Manager and providing appropriate admin including an organised and efficient invoice and PO process
- Manage credit control, chasing customers for overdue payments
- Manage all payments on the company card and ensure these are all accounted for
- Utilisation, Job profitability and Client approval reports
- Manage the setup of employee pension accounts

HR
- Creation of new starter packs and initial inductions
- Assisting the Management Team with recruitment
- Handle holiday and absence admin
- Expenses

IT
- Responsible for overseeing the setup, maintenance and purchase of IT equipment
- Manage the relationship and operational IT requirements of the business with our providers
- Manage server space for documents. Archiving and unarchiving upon request
- Set up and management of user accounts within Office 365 and our internal systems