Office Manager

Office Manager

Salary:  £30,000  Location: London

Type: Full Time  Postal/Zip Code: N5V 1A1

We work in creative collaboration with Architectural practices to create cutting edge contemporary Architecture. We are looking for an enthusiastic, well organised and committed individual to fill the key vacancy of Office Manager in our friendly design office which has a current staff of 6.

You will be responsible for a wide variety of tasks including:

As Receptionist

Answer all incoming calls, manage office diary, greet visitors, and provide refreshments where required.

Manage relationships with cleaners and external suppliers including IT consultants.

Keep the team going with the occasional drink, fruit and a bite to eat.

To keep the office area tidy and presentable at all times.

As Admin Assistant

Proactively manage the day-to-day running of the office.

Responsible for petty cash, stationery, office supplies, incoming and outgoing post.

Renewal of Office Insurance policies, subscriptions etc.

Monitor weekly timesheets, maintain personnel records including annual holiday and sick leave.

Arrange lunchtime speakers for CPD, maintain the office library and project filing, both paper and electronic.

Ensure compliance with Health and Safety regulations and update policies as necessary.

As PA to Director

Update and maintain contact and job list databases.

Preparation of fee proposals and pitches as necessary.

Monitor tender opportunities, competitions and awards.

Assist in marketing and business development tasks, including updates to the website (dreamweaver, preparing and issuing quarterly newsletter, ad-hoc mail outs using Indesign etc.

Prepare and issue monthly invoices and issue late payment reminders through project minder

Assist with programming and forecasting as required.

As Financial Admin

Monthly filing and correspondence with the bookkeeper

Check Bills to be paid, supplier invoices, employee expenses etc

Liaise with accountants regarding payroll, pensions etc.

Ensure PAYE, salaries and VAT are paid on time through the bookeeper and Director

Liaise with bookkeeper to assist with quarterly VAT return

Liaise with bookkeeper to assist with bank reconciliation and entries on the open invoice system and target billing each month.

Relevant administration experience is essential, and an interest in design is advantageous. The successful candidate will be conscientious, self-motivated and an excellent communicator.

Interested applicants should be degree educated, with excellent written and spoken English, be proficient in Word, Excel and Outlook, and able to carry out standard tasks in Photoshop, InDesign and PowerPoint. A prior knowledge of Quickbooks and ProjectMinder would be a plus. Candidates will also need a valid, unrestricted UK work permit.