Office Manager - Part Time

Innovative Systems, a global leader in software data quality, data management, and risk and compliance solutions is seeking a highly organized and self-motivated Office Manager to work 20-24 hours per week at our UK-MEA-APAC Headquarters in London's center city Tower 42. Working part time affords you some added flexibility over your schedule. Our main requirement is for there to be overlap with Innovative's US hours.

What will I be doing?

The ideal candidate is a consummate problem-solver and communicator who takes the initiative to develop and maintain effective office processes and procedures in collaboration with the departments impacted, including our U.S. World Headquarters. This individual will possess a naturally positive attitude that will be supportive of Innovative's exceptional values, goals and culture. They will thrive on nurturing strong work relationships across all levels of the organization. In this role, you will work closely with our World Headquarters team to align policies and processes across all offices, particularly those impacting Global Staffing and Marketing.

GENERAL ADMINISTRATIVE SUPPORT

• Be proactive in handling general administrative tasks and office functions including but not limited to office reception, mail and other correspondence; tracking and ordering supplies; coordination and scheduling of office meetings and space; travel and accommodations;
• Stay on top off and effectively prioritize daily activities, requests, and open items; establish streamlined processes whenever possible
• Screen and prioritize incoming communications; take messages and field answers appropriately using good judgement and discretion
• Prepare for and help coordinate visitor and remote employee office visits; meet and greet
• Coordinate international and domestic travel including air travel, car services, and accommodations for visiting staff and recruitment candidates
• Ensure compliance with office safety administration procedures, documentation, notification, and postings.
• Liaising with the office building management company to ensure smooth day to day operations including cleaning, security and office access, payment of rent and other related office logistics
• Maintain appropriate audit and historical references by developing, utilizing, and purging filing and retrieval systems
• Provide input and assist with development and revision of departmental operating practices, record-keeping systems, forms control, and other process improvements and changes
• Maintaining open and regular communication with our U.S. World Headquarters office coordinating processes and general liaising
• Perform all responsibilities with utmost attention to detail, confidentiality, timeliness, and accuracy
• Display diplomacy and professionalism in all interactions

ACCOUNTING SUPPORT

• Track and process invoices
• Liaise with suppliers as needed
• Provide support for collections as needed

HUMAN RESOURCES/STAFFING SUPPORT

• Work hand-in-hand with the Global staffing/administrative team to assist with recruitment (job adverts and contact with universities), pre-employment checks, employee onboarding, travel visas, and other day to day staffing-related needs in accordance with global staffing proceduresProvide administrative support for career fairs including ordering and tracking of collateral
• Maintain applicant/employee confidentiality in accordance with our data protection policy and procedures; adhere to various privacy and regulatory guideline and standards
• Track and maintain attendance and other U.K. employee records
• Protect employee confidentiality

SALES & MARKETING SUPPORT

• Provide marketing support for marketing campaigns, exhibits, seminars, including
• Update corporate tracking systems including Salesforce.com

What qualifications and skills do I need?

• Excellent professional English speaker with equally strong reading, grammar and writing skills
• Positive attitude with proven strong interpersonal and customer/client relationship skills
• Proven self-starter with excellent ability to work independently with minimal guidance and supervision; high levels of initiative, resourcefulness, and thoroughness
• Excellent attention to detail with superior organizational and time management skills
• Proven high level of organization skills and strong problem-solving / creative thinking skills
• Strong skills with Microsoft Office including Word, Excel, Powerpoint
• Proven strong ability to self-manage and prioritize work
• Ability to adapt to frequently changing priorities; consistently striving for accuracy
• Assumes personal pride and accountability
• Professional presence and demeanor;
• A positive, can-do attitude!

What other qualifications would be helpful?

• University degree
• Prior experience with Salesforce.com
• Prior experience with UK Visa and Immigration
• Fluent in other languages

About us....

Innovative Systems is a dynamic global leader in the development and delivery of customer-centric software products and services. Ours is a truly collaborative environment where individuals recognize the value that comes from working for the success of each other - their peers, colleagues, customers, and partners.

Our cutting-edge software products and services have helped enterprises in over 45 countries to better understand their customers, minimize fraud and risk, improve customer service, execute more effective marketing programs, meet regulatory requirements, and make improved business decisions. At Innovative, we look for exceptional individuals who see possibilities, not limits! If you are passionate about your career and have a thirst for challenge - this may be the place for you!