Address
Form of work
SalaryOur client is a small, private, family run property investment and management firm. They are based in a gorgeous, recently converted townhouse office in the heart of the West End and they are looking for a reliable, experienced, confident and charismatic Office Manager. The team is made up of 3 personable and approachable directors who manage a busy property portfolio of commercial and residential properties across London. As a result, this role is threefold and as well as ensuring the smooth running of the immediate company office, you will also be looking after the wider building (which they own) and the needs of the 4 commercial tenants that reside there, as well as assisting the directors with tasks across the residential properties that they manage and let out. There will be lots of client interaction so excellent written and verbal communication skills are paramount as you will be an ambassador for the directors. They also hold weekly lunches for clients so part of the role will be organising catering and arrangements for these as well as booking other client entertainment, such as sporting events. Duties will include but not be limited to:
- Ensuring a smooth running of the office, manning the phone, and greeting visitors.
- Providing refreshments for company meetings and coordinating weekly office-based lunches.
- Office and facilities management for the entire building: this will include overseeing the daily operations and maintenance of the property, ensuring the facilities meet regulatory standards and codes, coordinating necessary repairs, competently negotiating contracts with vendors, and supervising any works.
- Managing the overall office finances: Invoicing for monthly and quarterly rent, Directors expenses and re-billing between internal Group Companies. Assisting with quarterly VAT reporting. Paying Bills.
- Managing, organising and coordinating the day-to-day administrative tasks such as stocking the office and kitchen.
- Light executive support on an ad hoc basis, such as booking taxis, arranging tickets to sporting events, restaurants bookings and diary oversight.
- Reviewing back-office systems and processes to identify and implement efficiency.
- Assisting with the residential properties when required such as having keys cut, assisting with the move and move out process for tenants and the coordination of utilities, Wi-Fi etc.
- Providing secretarial support for the charitable arm of the Company. This will include attending quarterly meetings, taking minutes and making donations on behalf of the charity.
This is a really crucial role within their business, and they want to find someone who is professional, proactive and solutions orientated. They are friendly team but have high standards and are very busy, so its important they find someone who can work independently and juggle the full range of office management tasks. There will be occasional ad hoc personal support tasks for the directors but they do not need anyone to manage their diaries day to day. This role is based in stunning offices in the heart of the West End, 5 days per week, 9am – 5.30m. It’s a lovely set up for an experienced Office Manager who wants to take ownership of their own role.
