Operations and Office Assistant

Key Responsibilities

Office management and administration

Reception Duties: Manage incoming calls, emails, and visitors.

Office Maintenance: Oversee office supplies, equipment, and maintenance issues.

Facilities Management: Coordinate cleaning, repairs, and office layout.

Health and Safety: Ensure compliance with health and safety regulations.

Event Management: Organise company and social events.

Travel and Accommodation: Book travel arrangements for staff.

Office Support: Provide general administrative support to all department

Financial and Reporting

Financial Management: Process expenses, purchase orders, and invoices.

Reporting: Prepare and submit required reports (e.g. CCS, security audit).

Project Support

Project Assistance: Contribute to various projects as needed (e.g., DetectX, Hotel Matcher).

Data Management: Handle data validation and analysis.

Client and Stakeholder Management

Client Support: Assist with client meetings and events.

Stakeholder Liaison: Maintain relationships with building management and suppliers.

People and Culture

Onboarding and Off-boarding: Support new and departing employees.

Team Support: Contribute to a positive and efficient office environment.

Skills/Experience

Essential Skills

Organisational and Time Management: Ability to self manage, prioritise tasks, meet deadlines, and manage multiple projects simultaneously.

Communication: Excellent verbal and written communication skills for interacting with colleagues, clients, and external parties.

Interpersonal Skills: Strong relationship-building and teamwork abilities to collaborate effectively with different departments.

Problem-Solving: Ability to think critically and find solutions to challenges.

Attention to Detail: Meticulous approach to ensure accuracy in tasks and data management.

Adaptability: Flexibility to handle changing priorities and responsibilities.

Proficiency in IT: Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Experience

Office Administration: Proven experience in a similar role, handling a variety of administrative tasks.

Event Management: Experience in planning and executing events, including budgeting and coordination.

Customer Service: Strong customer service orientation to interact with clients and visitors.

Project Management: Ability to support and contribute to various projects.