Office Manager - Part time

Our Client

Our client is a well established boutique Investment Management firm, looking for an experienced Office Manager, to work part-time from their Central London office.

The Role

• Ensure smooth running of the office on a day-to-day basis and deal with enquiries and requests from staff, fulfilling some HR functions
• Liaise with suppliers and building manager, acting as main point of contact for all related issues
• Ensure office equipment and supplies are maintained to the appropriate quality and quantity
• Make sure all relevant records are up-to-date and filed correctly.

Responsibilities

• Fulfil switchboard function and act as gatekeeper
• Meet and greet guests and suppliers
• Set up meeting rooms, fulfil hospitality requirements and organize meeting room diaries
• Deal with office related correspondence and queries
• Order stationery, office furniture and food supplies and keep stationery room and kitchen clean and tidy
• Keep up-to-date record of all invoices
• Liaise with suppliers and building manager
• Regularly check performance of office equipment and arrange services whenever necessary
• Oversee office refurbishment project and liaise with contractors
• General office maintenance (watering plants, buying flowers, opening post and deliveries, shredding, arranging couriers etc.)
• Fulfil HR functions such as managing holiday and sickness records, updating company healthcare & pension scheme records
• Brief and provide induction for new employees
• Organize gifts for staff members for special occasions
• Print literature for meetings
• Coordinate with CEO’s PA in organizing company meetings and events, identify suitable venues and budget management
• Provide cover and assistance for other departments as requested
• Provide holiday cover for PA to Investment Team

Relevant experience, skills and knowledge

• Proven work experience as an Office Manager
• Knowledge of office procedures – expenses, accounting etc.
• Solid experience with Microsoft 365 (Word, Outlook, Excel etc.)
• Experience using office equipment, including printers, copiers, and scanners
• Strong communication skills (via phone, email, and in-person)
• Experience exercising discretion and confidentiality with sensitive information
• Excellent organizational skills with an ability to think proactively and prioritize work - organization, communication, and execution will be key

Communications and interpersonal skills and other key competencies

• Strong organizational skills
• Resourceful and ability to problem-solve
• Ability to prioritize and multitask
• Ability to communicate at all levels of the organization, including senior management & clients
• Attention to detail
• Proactive and self–motivated
• Able to work in a team environment
• Confident and enthusiastic in approach