Office Manager & Accounts Assistant

Office Manager & Accounts Assistant

Full Time - 5 days a week

08:30am - 17:30pm

Central London (office based)

£32,000 - £36,000 per annum

The Office Manager & Accounts Assistant is required to provide support to both the Directors and the wider team, whilst ensuring the effective and smooth running of the office.

Duties

Admin

• The "go to" person of the office and first point of contact to the office
• Problem solving day to day issues as they occur
• Assisting with accounts administration, general bookkeeping, timesheets and expenses
• Answering and screening phone calls and general email inbox
• Organise meeting rooms
• Greet clients and guests and ensure they are well looked after throughout their visit
• Organise lunches for meetings as required
• Liaise with the Office Manager/ PA in the other office
• Takes meeting minutes as required
• Ordering of office supplies
• Troubleshoot IT problems, otherwise liaise with IT Manager
• Archiving and filing
• General adhoc tasks for members of staff

HR

• Advise Directors on HR protocol and seek advice from external consultant if necessary
• Manage end to end recruitment process
• Prepare for and carry out inductions
• Support for performance management , grievances, dismissal etc
• Ensure all documentation is in place and current
• Manage key dates and ensure Directors are aware of actions required
• Maintain holiday and sickness trackers
• Ensure Probationary and Annual reviews are organised with Directors
• Maintenance of personnel filing
• Arrange Christmas parties and regular team events
• Stay up to date with legislation and seek advice regarding any changes

Facilities

• Ensure the office is always presentable
• Manage supplies and annually liaise with suppliers for documents i.e. Health & Safety policies
• Liaise with maintenance engineers within Workspace
• Liaise with cleaning company

Health & Safety

• Health & Safety representative for the London studio
• Office Fire Warden (training can be provided)
• First Aider (training can be provided)
• Implement and manage H&S policy and procedures
• Plan H&S activities and conduct regular tasks as detailed in plan
• Liaise with external H&S consultant and host annual audit
• Attend H&S meetings via voice call with the Leeds office
• Maintain accurate records

Quality and Environmental Management

• Prepare for and host the external audit
• Liaise with counterpart to control system documentation including updates to documents

Finance

• Liaise with Finance Manager with regards to incoming finance paperwork
• Pay in cheques and raise them as requested
• Raise Purchase Orders for all purchases and track reimbursable amounts
• Manage petty cash including monthly reconciliation
• Main key holder for financial documentation and safe
• Coordinate expense claims and reconcile company credit cards

PA duties

• Personal Assistant support for the Directors
• Diary management
• Taking/ making calls on behalf of Directors
• Arrange travel as requested
• Coordinate involvement in conferences and events
• Build good working relationships with the Directors clients and regular contacts
• Type letters, project material, and fee proposals
• Confidential fee filing
• Liaise with Professional Indemnity insurer regarding contractual documentation and track complex progression of discussion
• Minute management meetings
• Support the Directors to arrange marketing events including sending out invitations, monitoring guests lists, arranging travel and making restaurant/ hotel reservations

Required

• Minimum of 5 years as a personal assistant/ administration
• Excellent knowledge of Microsoft Office suite and Indesign preferred
• Accounts experience required - general bookkeeping, invoices, timesheets, expenses
• Xero, QuickBooks experience required
• Extremely organised to ensure no task "slips through the net" and all Directors questions can be answered
• Excellent priorisation and problem-solving skills
• Excellent written and communication skills with people varying authority
• Common sense and resilience
• Level headedness and the ability to work under pressure
• A "not ask too small", "no problem too hard" attitude
• Excellent time management and flexible when it comes to working hours

Desirable

• Experience in architecture, construction or property
• An interest in Quality and Environmental Management (ISO 9001/14001)