Office Manager (Facilities & Financial)

Maxwell Stephens’ client is a leading corporate organisation whom are currently looking for an Office Manager.

Reporting to the Deputy Head of London FM, this role will encompass:

• Day to day responsibility of Group finances – coding invoices, updating CAFM system Purchase orders, updating finance trackers and forwarding invoices for relevant FM Manager approval
• Monthly meeting with FM Managers to discuss finance, raising any issues the FM Manager needs to deal with
• Oversee PO management
• Assist local finance team with/take responsibility for general financial housekeeping activity, such as checking dead job numbers, transferring costs where appropriate
• New starter management – to include ID cards requests, inductions, training records and input into HR Oracle System for new joiners also responsible for appraisal update, admin etc.
• Liaison with HR group, Finance Group, Health and Safety and others to ensure compliance with company procedures relating to staff
• Arrange meetings and travel as required
• Journal Entries/reversal – Liaise with accounts to correct accounting errors and move items to correct coding area when required by Managers
• Keep weekly records and report monthly on staff sickness, staff leave and working from home
• Deal with holiday requests, absence notification procedures and assisting with leaver procedures
• Finance and Admin in relation to lease & property management including receipts for sub-lets
• Development to assist with Customer Service issues
• Available for emergency helpdesk cover

Experience:

• High degree of IT literacy, particularly in Microsoft Office including advanced Excel knowledge
• High level of knowledge of FM related systems: Condeco and FSI preferred
• Finance knowledge would be advantageous

Qualifications:

• A Level qualified
• 2 years’ relevant experience

Overtime:

• Required to be available for ad-hoc overtime work

Skills:

• Ability to cope with deadlines
• Good with detail, with a thorough approach
• Excellent customer service skills
• Strong work ethic
• Positive attitude
• Self-confident
• Team player

If this role is of interest, please contact Amy on 0207 118 4848 – amy@maxwellstephens.com