Office Manager

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Job description

Duties/ResponsibilitiesA new and varied opportunity has arisen to work from our Surbiton office as an Office Manager with executive assistant responsibilities. Acting as the first point of contact between visitors and our Surbiton office, you will be required to uphold EMCOR UK culture and values at all times while ensuring an exceptional meet and greet service.The Concierge will be required to co-ordinate meeting rooms and ensure the office space upheld to an immaculate standard.Additionally, there is a need to assist senior management within the Surbiton office with ad hoc PA and administrative activity as and when required.All about the role;Manage and maintain the reception area.Represent the business with a positive attitude and professional appearance.Prepare for and greet visitors to the office making them feel welcomed and looked after.Signing in visitors and liaise with security officer.Open, sort, and distribute incoming correspondence, including post and email. Prepare draft responses to correspondence containing routine inquiries.File and retrieve corporate documents from the company's IMS and shared drives for distribution as required.Liaise and manage third party maintenance and cleaning contractors regards upkeep of Surbiton OfficePlan and organise conferences and other business related internal and external company events including venue selection, travel plans and joining instructions.Prepare agendas and make arrangements (including refreshments and lunch) for meetings in the Surbiton office as necessary.Attend meetings as required in order to record minutes, compile, transcribe, and distribute minutes of meetings.Perform general office duties such as ordering stationary, material and supplies, maintaining records management and filing systems.Assist management based in Surbiton supporting them with general office duties such as diary management, travel plans, preparation of correspondence, ad-hoc reports, memos, letters etc.Assisting colleagues with administrative tasksAd Hoc duties as required in an office environmentPerson SpecificationAll about you;Proven Front of House and Secretarial or PA experience working in a busy office with highly varied duties, ideally gained in a commercial multi-site business.Local to our Surbiton office.Enthusiastic, polite and friendly attitude at all times with good interpersonal & relationship building skills.Has a good eye for detail with the ability to produce accurate documents in a timely fashion.Good working knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.Has a positive approach to change and is willing to work with management developing and implementing new systems, processes and procedures.When required can demonstrate the ability to use own initiative and work effectively under pressure.Good level of education to A Level or equivalent with secretarial qualifications and ideally shorthand.Good personal organisational skills with ability to prioritise, track and progress work in hand by preparing and following up short term plans.BenefitsAll about the benefits;25 days annual leavePension schemeCycle schemeFlexible Working policy where applicable and feasibleWide range of Employee Benefit discountsPersonal Development opportunities: our appraisal process is designed to identify your training needs and the personal development goals needed to progress your career.Creating Balance; our steering group promotes Diversity and Inclusion throughout our business.Mental Health and Wellbeing; Mind is our EMCOR UK charity, and as such mental health and wellbeing is an important topic for us. To support this we have an Employee assistance programme available to you with free advice on dealing with personal problems such as; debt, legal issues, relationships, addictions and stress.Charitable Giving and Community; we offer two days off per annum for you to support your chosen charity.Recognising Excellence; our annual Employee Excellence Awards are designed to recognise and reward individuals or teams for their outstanding contribution and performance at work