Office Manager with EA Support

Posted by reed.co.uk.

Overview

The Office Manager will work to maintain exemplary office standards by organising office operations and procedures. This Co-Member will be responsible for ensuring kitchen and communal areas of the reed.co.uk office are maintained in appearance and cleanliness as well as ensuring these areas are equipped with the resources needed. You will be the first point of contact for numerous reed.co.uk suppliers and therefore great communication skills are a must-have in this role.

Furthermore,this role will be responsible for providing exemplary top-level support to the Managing Director,Senior Leadership Team,Co-Members and other stakeholders through administrative and project based work. The role will also give you the invaluable opportunity to develop sound working relationships with Co-Members across the business.

This role would suit an organised,self-starting individual who enjoys working on a multitude of tasks and communicating with employees at all levels of the business. 

Key Responsibilities

Office Management Duties:

  • Effective office management skills for the day-to-day running of the reed.co.uk office

  • Ensure that refreshments are available to Co-Members at the very start of the working day

  • Maintain upkeep of kitchen areas and other communal parts of the building to ensure they are kept neat,tidy and fit for purpose

  • Ensure that meeting rooms are equipped with the right resources and are ready for use for the start of the next working day

  • Work to ensure office space is used to its best potential and maximising the use of reed.co.uk’s available office resource

  • Be a first point of contact for numerous suppliers and take initiative in ordering supplies and dealing with office deliveries and their associated invoices

  • Managing vendors appointed by REED and by the landlord on site to carry out works and obligatory assessments (e.g. fire risk assessments) within our building

  • Monitoring a pre-set ‘office budget’ for such supplies and being sure to look at ways to reduce wastage and maximise output for this spend

  • Managing and monitoring of Co-Member security passes,lockers and fobs

  • Liaising with a third party to arrange the disposal of confidential on-site waste as well as on-site recycling

  • Updating and maintaining the ‘Office Management’ information page on ROLi,reed.co.uk’s Company Intranet

EA to MD duties:

  • Effective diary management in order to maximise the use of the MD’s time

  • Provide expert administrative support through the production of correspondence,communications,reports,meeting agendas,actions and other ad hoc documents

  • Arrange meetings and events

  • Process absences and expenses on behalf of the MD

  • Assist on ad-hoc business projects as directed by the MD 

Skills and Experience

  • Excellent organisational and time-management skills

  • Proven track record of achieving targets and goals

  • Able to work to strict deadlines,often at short notice

  • Comfortable speaking with stakeholders at all levels within the business

  • Ability to handle confidential information and maintaining the utmost integrity at all times

  • Strong proven work ethic

  • Willingness to tackle things on your own but ready to work as a team player at all times

  • Excellent MS Office skills (Word,Excel,Powerpoint) with good GSuite knowledge (or ability and willingness to learn these systems quickly and to a good standard)

Key Measures and Targets

  • Overall maintenance of the reed.co.uk office building

  • Keeping spend within set budget requirements whilst maintaining standards and expectations

  • Timely completion of numerous tasks as set by the MD

  • Having absolute discretion at all times,keeping confidential information discreet

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Proud winners of:

  • #1 Recruitment Agency Glassdoor Best Places To Work 2018
  • Glassdoor Top CEOs 2018
  • The JobCrowd Top Companies For Graduates To Work For 2018/19

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All job offers are subject to satisfactory references and compliance with vetting requirements applicable to the job role. REED is an equal opportunities employer.  We aim to ensure that no candidate or employee receives less favourable treatment on the grounds of gender,race,disability,sexual orientation,religion or belief,age,gender identity,marital or civil partnership status,pregnancy or maternity.  We are a MINDFUL EMPLOYER and offer a guaranteed interview scheme for disabled applicants who meet the minimum criteria.

Reference: 386700

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