Office Manager/PA

Role Description

This is a part-time, on-site Office Manager / PA role located in Denmead, Nr Waterlooville. The Office Manager / PA will provide administrative support such as answering phone calls, managing calendars and arranging appointments. They will also organize and maintain records, create reports, and work with colleagues to optimize office operations. They will input invoices and receipts into out digital cloud based accounting software. They will also be responsible for Health and Safety and Compliance within the office.

General Duties & Responsibilities

• Answering phones and fielding calls
• Arranging appointments for the Director(s) / Senior Management and Managing Outlook calendars for internal and external physical or digital meetings
• Maintaining and organising records including compliance
• Track and maintain company insurances and software licensees
• Upload invoices, receipts and expenses forms on to the cloud based digital accounting software on a weekly basis
• Assist with dealing with any queries which are raised by external book keepers
• Manage and maintain internal Microsoft SharePoint Intranet site
• Manage relationships with Social Media consultant to deliver regular posts to promote the business.
• Assist Director(s) / Senior Management with new and maintaining existing clients
• Take minutes of meetings
• Manage and maintain project directory in electronic and hard format (whiteboards, memos, intranet site)
• Arrange and/or attend networking and social events as required by the Director(s)
• Be willing to work under own supervision including some lone working at times
• Be able to hit deadlines
• Supporting the Director(s) with HR support including management of the online HR Cloud
• Uploading Digitial Documents onto clients digital platforms on a weekly basis

Qualifications / Experience

• A minimum of 2 years of experience in an office management/administrative assistant/PA role
• Excellent communication and interpersonal skills
• Strong organizational and time-management skills
• Problem-solving and decision-making abilities
• Proficiency in Microsoft Office and other office management software
• Attention to detail and a commitment to accuracy
• A positive and professional attitude, with the ability to handle confidential and sensitive information
• Associates Degree or higher in Office Administration or a related field is preferred
• Have previous accounting experience on Xero/Hubdoc or similar
• Knowledge of the Construction industry is not essential, but is preferred.
• Be willing and happy to work within a small team
• Be willing to develop new systems

General Information

• Access to private motorised transport is necessary as no public transport nearby
• Office is situated in a converted timber barn in the grounds of private house
• Be comfortable being around domestic animals as there are dogs running loose around the grounds of the private dwelling and will be encountered on a daily basis
• No electric (EV) car charging points currently on site
• Potential to go to full time role given time depending on business workflows
• Be a central part of the team to create new opportunities and create growth of the business
• Modern well equipped office in a semi-rural setting
• Access high speed fibreoptic internet
• Modern furniture and decor

Package

In return we are willing to offer

• Competitive hourly rate ranging from £16.00 per hr - £18.00 per hr for suitable candidate
• Up to 16 hours per week initially with an increase available on discussion
• Access to companies excellent optional health care scheme upon successful completion of their probation period
• Access to companies NEST pension scheme upon successful completion of their probation period
• Initially 22 days paid holiday per annum + public holidays (pro-rated to part time position), increasing by 1 day per year of service to a maximum of 26 days per annum + public holidays (pro-rated to part time position)
• Access to discretionary bonus scheme on introduction and securing of new projects/clients

Job Type: Part-time

Pay: £16.00-£18.00 per hour

Expected hours: 16 per week

Benefits:

• Flexitime

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme

Work Location: In person

Reference ID: Office Manager and PA
Expected start date: 22/07/2024