14/11/2021
Part Time Office Manager and Personal Assistant to Managing Director
Salary pro rata.
Job Specification
Regular Office Management Tasks:
• Telephone and first contact duties including monitoring and responding to incoming emails and calls
• Office Management – management and purchasing of office supplies, sorting and managing post / courier
• New Enquiry Management – assigning new job numbers, creating and referencing pipeline job record in HubSpot, liaising with the Management team, and liaising with the clients
• Tracking all activity and existing enquiry management in the HubSpot Database
• Collation of information to produce job quotations, reviewing and issuing to the customers
• Current Contracts Management – updating HubSpot with PO numbers and documents, uploading all necessary documents and communication into files (photos, quotes, emails, etc), updating jobs status
• Liaising with office & site staff re: material purchases, plant hire, deliveries, payments, document creation and review, RAMS, payroll, TimeKeeper app
• Timekeeper management – monitoring staff clocking-in and out, manually amending where necessary, input of staff absences, creating and managing contracts and inputting staff holidays
• Suppliers – ordering materials, welfare facilities, plant & fuel, making direct payments, responding to payment queries, and raising POs
Ad hoc Tasks
• Insurance – managing all Insurance policies (Fleet, Company, Professional Indemnity, Plant) and get revised annual quotes
• Accreditations – application and maintenance of ISO 9001 & 14001, CHAS & Safe Contractors
• Tenders – co-preparation, co-ordination, and submission
• Managing the compliance with auditable information – H&S, ISO, GDPR & Fire Risk Assessment
• Customer PQQs – co-preparation and issuing of the completed documents/forms
• Contract queries – liaising with the relevant team members, collecting necessary data, preparing reports / documents for customers
Personal Assistant Duties:
• Diary management - arranging meetings and managing the MD’s schedule
• Accommodation management – arranging suitable accommodation for travel schedule
• Team liaison – dealing with day-to-day requests and helping to liaise between team and MD.
The ideal candidate will have:
▪ prior office management or be ready to take this next step
▪ proficiency in office systems, including database management and office organisation
▪ good verbal and written communication skills
▪ excellent organisation skills, ability to prioritise work effectively and perform under pressure
▪ professional telephone manner and excellent customer care skills
▪ the ability to maintain strict confidentiality and a strong work ethic
▪ positive attitude, the ability to work under own steam and be reliable
16 hours per week / salary depending on experience
Please apply by email to [Email address hidden] and include your CV and a covering letter.
SALARY IS PRO RATA £24 - £26K depending on experience
