Office Manager / Assistant to MD

Job Description

Job Title: Office Manager / Assistant to MD

Location: Preston

Salary: £30,000 - £35,000 per annum

Job Description

Special talented people are the key to our client's success. Due to growth we are looking to complement their existing management team with the role of Office Manager / Assistant to MD. Reporting in to the Managing Director you will work closely with the MD and will be responsible for the smooth running of the office.

Main duties:

·Managing information uploads, downloads and reports, including but not limited to comments, discussions, voting, creation of folders, information linking, reports for Client meetings

·Managing the requirements for document control on projects to ensure implementation and compliance

·Collecting, collating, filing and archiving of management system records and project documents

·Assist with production of monthly commercial and operational reports both external and internal

·Meet, greet and be the initial point of contact for all visitors

·Being the first point of contact for all enquiries, taking responsibility for the call and ensuring all relevant customer details are recorded appropriately

·Reviewing, implementing and maintain policies and procedures

·Procurement to include developing and managing supplier relationships and negotiation of prices and agreements

·Ensuring office efficiency by managing the office team and providing leadership and training where necessary

·Overseeing the day-to-day activities of the office to include allocation and management of work load for staff

·Managing all correspondence to include emails and letters

·Implementing and maintaining filing systems ensuring documents and correspondence are documented and easily retrievable

·Purchase of office consumables

·General ad-hoc PA support to the Directors to include email management, arranging appointments and meetings and administration support

·Oversee the maintenance of all office equipment ensuring breakdowns are kept to a minimum and being the main point of contact to raise any problems with third party support

·Audio dictation and copy typing, preparing letters, memos, emails, heads of terms, various reports

·Ensuring all documentation is correctly filed and signed

·Ensuring compliance and consistency in the use of key procedures

·Assisting in project work

·Providing IT support to the office to include ordering of IT equipment and basic IT enquires

·Maintaining the telephone system and internal telephone list

·Recording annual leave forms for staff and updating calendar

·Overseeing all scanning and archiving of files

Skills and Qualifications:

·Extensive experience working as an Office Manager

·Management and leading of office teams to include the accurate monitoring of workload

·Document control experience

·Procurement experience to include negotiation of contracts

·Strong time-management skills

·Calm in approach with the ability to work in a highly demanding, fast paced working environment

·Advanced level in Microsoft Office

·Qualification in business administration would be desirable

·Experience of track record developing internal systems and processes