Job Vacancy: Office Manager / Office Administrator

Office Manager / Office Administrator

We are currently looking for an enthusiastic self-starter to join our highly successful team in our WItney Office in West Oxfordshire. 

Job Responsibilities:

Office Management Related Duties

• IT management and liaison with outsourced IT support. Setting up of new user hardware and IT systems, phone system setup.
• Liaison with landlord and all building services such as service fees, insurance renewals and other building related services.
• Manage the budget and ordering for office supplies including kitchen items, equipment and stationery requirements.
• Maintain cleaning standards in office, liaison with cleaning contractors, management of general practices with team members, clearing of litter, recycling and shredding.
• Support the management of health and safety as well as fire regulations within the office and investigate all accidents, statutory reporting as necessary and minimise the risk.
• Reception duties for incoming guests during working hours.
• Liaison with any guests prior to arrival with regards to parking, directions, taxis or public transport.
• Preparation of meeting room for guest arrivals and internal meetings.
• Incoming and outgoing post.
• Create and maintain a preferred supplier list for all office-related services.
• Accurate filing of important documentation related to office management.
• Recording company property issued such as branded uniform, keys, IT etc.
• Attend company meetings and training courses as appropriate.
  
  

HR Assistance  

• Support the team/managers with basic questions on HR policies.
• Assisting and supporting the HR Consultant on basic functional aspects of HR.
• Maintaining and managing a record of long services awards, birthdays and other such social aspects of team management and motivation.
• Assisting the HR Consultant, Directors and Managers for the induction of new staff including issuing of any company property.
• Assisting the HR Director, Directors and Manager with outgoing staff and collection of any company property.
• Assistance with recruitment advertising, shortlisting of CV’s, setting up interviews and follow-up procedures in conjunction with HR.
• Full compliance with all company policies and procedures.
• Ensure that all employees are treated fairly and equally.
  
  
  

Assistance to Company Directors

• PA support to Company Directors. This could include setting up external meetings, booking meeting rooms, planning events, assistance with travel plans and occasional personal work.
• Taking meeting minutes/actions where required.
• Fielding of cold calls wishing to speak with Directors or decision makers.
• Working with the Directors on special projects.
• Managing gifting or goodwill related to clients' stays and suppliers.
• Assistance with organisation of marketing and network events in conjunction with and in the absence of the Marketing Assistant.
• Assistance with the maintenance of the client and contact database.

Website Administration   

• Working with Product Managers to add/maintain/update property information and pricing.
• Project managing property and content updates.
• Editing images to make them web ready.
• Update information and pricing on back-end systems.

This list is not exhaustive and in addition to these duties and responsibilities, the Office Manager is required to carry out any other reasonable duties that may be required from time to time.

Skills and Experience required

• Prior office management experience preferred
• Excellent Microsoft Office skills
• Good communication skills both verbal and written
• Ability to maintain strict confidentiality
• Excellent organisational skills
• Professional telephone manner
• Ability to perform under pressure
• Appropriate mathematical skills
• Excellent customer care skills
• Ability to prioritise effectively and good time management skills
• Keen attention to detail
• Accurate data entry skills
• Positive attitude and team player
• A proactive approach that contributes to the continuous improvements of the company systems and office environment.
• Ability to use own initiative when required.
• Anticipating the needs of Company Directors to add value to their roles.

Application Process:

1. Please send your CV with a covering letter by email to Rosie Arntsen – rosie@oxfordski.com
2. First interviews will be held at our offices in Witney if local or on teams if needed.
3. Second interviews will be held at our offices in Witney.

*STRICTLY NO AGENCIES*