Office Manager / Assistant to MD in Preston

Overview

Job Title: Office Manager / Assistant to MD

Location: Preston

Responsibilities

• 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
• Procurement experience to include negotiation of contracts
• 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