Office Manager, PA and Travel Manager (12 Month Contract)

Back to Vacancies List
  • Job Reference: PR/000946
  • Job Title: Office Manager, PA and Travel Manager (12 Month Contract)
  • Location: Central London
  • Basic Salary Range: Up to £60,000 + Excellent Benefits and Opportunities
  • Job Type: Contract
  • Posted 3 weeks ago
  • This position has been filled

Our client are a globally recognised investment management company with beautiful offices in Central London.

In this varied role you will deal with Office Management, act as a PA whilst also making Travel arrangements.

  • Oversee company travel booking procedures ensuring staff have access to the resources required to make their own travel bookings with travel provider
  • Make travel bookings for visitors, board members and overseas staff
  • Manage the ongoing update of the Travel & Security Policy, ensuring compliance at all times
  • Act as a point of contact for travel consultants in order to approve/decline staff bookings in scenarios that fall just outside of policy or are deemed a grey area, discussing with the relevant internal approver as required.
  • Collate trip approvals and confirmations from the travel provider along with completed Independent Travel Checklists from staff which must be completed if they are making any arrangements via another source.
  • Monitor high risk countries and any travel alert/updates received from the travel provider
  • Assist staff with second passport and visa applications ensuring timely submission to enable the trip to go ahead
  • Monitor all supplier service levels and how these impact company and its staff, following up where necessary
  • Meet regularly with the travel provider’s Account Manager to discuss the general running of the account and review management information for the global offices that work with them.
  • Ensure the travel provider are maximising the potential for cost saving wherever possible whilst meeting the requirements of the business
  • Review Travel Management Fee data on a quarterly basis ensuring accuracy of transaction figures and consistency across the back up reporting provided
  • Review global management information reports with the Finance Director on a monthly basis
  • Check and sign off travel invoices to authorise payment
  • Keep up to date with the travel provider’s news and other travel industry developments by attending webinars and events
  • Maintain and build product knowledge and relationships with preferred London hotels alongside the travel provider
  • Work closely with global offices to share travel reporting, co-ordinate trips between staff members and streamline procedures
  • Brief new staff on company travel procedures during their Office Health & Safety induction

Facilities

  • Manage work rotas, work allocation, sickness and other absences, organise temporary staff, holiday approvals, conduct annual appraisals and manage any performance issues
  • Oversee all office facilities and regularly review and monitor team processes

 

  • Negotiate and purchase office service contracts such as cleaning, M&E, couriers and florists and manage renewals as they arise.
  • Daily monitoring and management of standards and escalation of any issues – hold monthly and periodic meetings with suppliers
  • Organise TV licence renewal and payment of Westminster business rates
  • Manage relationships with building management, security, maintenance and fellow tenants and attend quarterly tenant meetings
  • Management of day-to-day issues related to the office
  • Prepare outgoing courier packages and mail for collection, collect and distribute incoming packages and ensure daily collection of mail
  • Authorise office equipment purchases, maintenance works and associated parts
  • Prepare and model the Facilities department’s annual budget, track monthly progress against budget, create efficiencies and manage weekly payment of invoices
  • Facilitate reconfigurations of office space and usage, internal churns and premises projects
  • Oversee office leases and management of basement storage rooms
  • Act as a point of contact overseas office managers, assisting with overseas projects as required
  • Assist on reception desk and cover all Facilities duties as and when required
  • Update of Health & Safety policy and procedures and adhere to Office Manager’s Health & Safety responsibilities on behalf of the firm
  • Ensure electrical and fire testing, routine Risk Assessments and Health & Safety inspections are carried out in accordance with regulations
  • Complete training to become a Fire Warden and fulfil Chief Fire Warden duties by being the main point of contact for evacuation drills, managing Fire Warden roles.
  • Ensure minimum requirements for numbers of trained Fire Wardens and First Aiders are met
  • Assist Head of Risk with the annual collation of data for Greenhouse Gas (GHG) and Energy Saving Opportunity Scheme (ESOS) assessments to ensure compliance with regulation and for company annual reporting
  • Member of company BCP team

Events

  • Oversee management of events and gifts for staff, directors and clients along with the quarterly board meeting and dinner arrangements to ensure their smooth running

PA to Group Finance Director

  • Diary management
  • Organise meetings taking place both in house and externally
  • Book meeting rooms internally and venues for breakfast and lunch meetings
  • Liaise with staff to organise recurring overseas calls with global offices and meetings with individuals and teams
  • Take telephone messages
  • Ad-hoc duties such as printing and binding
  • Ensure the smooth and timely execution of subsidiary board meeting paperwork
  • Filter junk emails and removal from junk mailing lists
  • Complete submission of expense claims
  • Book flights, hotels, car transfers and airport parking as required

Reporting requirements:

  • Travel reporting to be to supplied to the Group Finance Director on a monthly basis
  • Key Competencies Required for Role:
  • Good communication skills
  • Ability to prioritise variable work flows and duties
  • Ability to work flexibly as an integral member of a small busy team
  • Motivated and organised, with the ability to multi task and forward plan
  • Maintain discretion at all times
  • Strong attention to detail whilst working to deadlines
  • Travel background with an understanding of airfares
  • Good familiarity with Microsoft Office applications – Word, Excel, PowerPoint