Office Manager

My client has an opening within their team to cover for maternity leave. Initially this fixed term contract will be for 9 - 12 months but there may well be a permanent job opportunity afterwards for the right person.

Hours: Full Time, 37.5 hours per week.

This is a hybrid role and you will be expected to work three days in the office and can work two days at home.

Responsibilities:

• Drafting and managing Contract Signing Sheets (CSS) for client agreements, coordinating with Finance for invoicing.
• Maintaining a spreadsheet to track CSS and Purchase Order (PO) processes.
• Handling monthly credit card expenses.
• Assisting Accounts Receivable with queries and liaising with team/clients.
• Creating project cost sheets for tracking travel and material costs.
• Collaborating with team member to review and resolve issues in the monthly "recharges sheet."
• Tracking budgeted costs to provide insights to management.
• Keeping timesheets up to date and managing weekly schedules.
• Assisting in organising meetings, managing Gina's calendar, and scheduling events.
• Handling various administrative tasks, including booking travel, hotels, and organising team events.
• Creating quarterly associate updates and coordinating events for associates.
• Monitoring office supplies and maintaining stocks.
• Managing recurring team meetings and organizing additional meetings as needed.
• Ensuring the latest files are saved to the designated drive and creating new branded templates.
• Managing subscriptions and logging IT tickets for any technical issues.
• Handling birthday celebrations, monthly star emails, and Amazon gift card organization.
• Providing support for random team requests, including desk setups, IT issues, and Amazon orders.
• Coordinating travel arrangements for the team.
• Organising social events within budget constraints, including larger events in Summer and Christmas.
• Taking actions for various team meetings, including Training Exec Catch Up and Resource Meetings.
• Reviewing project sheets for task clarity, timing, and travel/material costs.
• Updating Salesforce system with information from weekly meetings and emails about new opportunities.
• Generating ideas with the team for potential LinkedIn posts and campaigns.
• Managing LinkedIn posts, using Visme account for visually pleasing content.
• Updating LinkedIn calendar and presenting analytics in Team Quarterly meetings.
• Project managing marketing campaigns, ensuring clear plans, timelines, and results capturing.

Qualifications:

For this role you're going to need strong organisational and multitasking skills and have excellent attention to detail and the ability to meet deadlines. You'll also need to be proficient in Microsoft Office and ideally already have some familiarity with Salesforce. You'll need excellent communication and interpersonal skills and some previous experience in administrative and finance coordination roles would be preferred.