Office Manager

Location
Portsmouth
Salary
£20000 - £25000 per annum
Posted
04 Mar 2019
Closes
01 Apr 2019
Ref
00092892
Contact
Recruitment Genius Ltd
Sector
Public Sector
Contract Type
Permanent
Hours
Full Time
FIXED-TERM CONTRACT TO COVER MATERNITY LEAVE

The company is an employee-owned business and has a history of shipbuilding and design going back to the 19th century. They work across all areas of the marine world, including Oil & Gas, Renewables and the Cruise & Ferry markets.

Key Duties/Responsibilities:

Managing the day to day aspects of running a busy office, first port of call in dealing with all office related enquiries internally and externally

Administrative tasks:

- Schedule and co-ordinate weekly, monthly and quarterly routine meetings setting up Go To Meeting Calls as required for conference calls.
- Word processing for a team of approx. 25 including the Senior management
- Filing, documents (paper and electronic) and plans.
- Handling of confidential and sensitive information in a proper manner
- Scanning / Photocopying / Binding
- Incoming and outgoing post and liaison with couriers.
- Making travel bookings with our service provider for flights, hotels, car hire and researching flight details, finding directions etc. if necessary.
- Co-ordinate staff time sheets submissions and produce summary report on a weekly basis
- Co-ordinate staff expense submissions and submit to Directors for approval
- Maintain stationery stocks by purchase order requisitions
- In association with the Engineers take out purchase orders for other ad hoc equipment/services
- Understand and be aware of project deadlines and plan your time and input to ensure deadlines are met
- Manage car parking arrangements
- Reception, meeting room and kitchen management
- Answering incoming phone line, redirecting calls, taking messages, in clear and confident manner
- Encourage office tidiness keeping reception area and meeting rooms tidy and equipment functioning
- Meet and greet visitors.
- Co-ordination with other company offices to ensure consistency of systems, approach and style is achieved as far as possible

Knowledge/Qualifications:

- Experience of office management and working with all levels of management including Directors
- Microsoft Office 2016 including, advanced knowledge of Word (formatting templates etc.), intermediate level Excel/PowerPoint/ Outlook. Working knowledge of Adobe, including editing PDFs
- Ideally will have experience of working with finance\accounts teams, knowledge of invoicing and purchase orders.
- Numerate and accurate.
- Good level of education in GCSE, GCE or NVQ Level 3 qualifications

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