Office Assistant

Our corporate activities are growing rapidly, and we are currently seeking a full-time office based Facilities Assistant to support our team in Central London, at our stylish office at Vintners Place, on the bank of the Thames. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

• Support the facilities function including working from the reception desk, meet and greet clients, vendors and staff, answer main office phone and transfer calls, distribute accurate messages, coordinate incoming and outgoing courier and mail services;
• Work closely with Office Services Coordinator and Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs;
• Under direction of the Finance function, support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems;
• Assist in the coordination and organisation of meetings, events and appointments;
• Monitor and maintain office supplies;
• Use internal facilities management software to manage planned and reactive maintenance tasks;
• Coordinate administration of building property;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds, value for money and consistently high standards;
• Under supervision, supports health and safety administration for the office;
• Assist Office Services Coordinator and Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs.

• Good experience in office administrative services/office management;
• Strong financial analysis skills;
• Basic knowledge of office management, Invoicing, Health and Safety, Risk Assessments and emergency procedures required;
• Knowledge of MS Word, Excel, and PowerPoint;
• Strong communication skills (both written and verbal);
• Excellent organizational and prioritization skills with a high attention to detail.

Travel: None