Office Services Assistant – Travel Company

Recruitment Avenue; London; On-site; GBP 17,000; Full time

Job description

Job Title – Office Services Assistant – Travel Company

Job Location – London

Salary – £17k

Our client is recruiting an office service assistant to work alongside the Managing Director, Business Services team and other members of the Senior Executive team in ensuring the smooth running of the office environment.

You will maintain and manage all day-to-day office services and functions, i.e., building control, event management, staff liaison, business communication, office supplies, staff conference coordination, and deliveries.

In the role, you will manage the office phone during all working hours and be on call to respond to deliveries and visitors.

You need to manage the Vicinitee system to log any office issues and be involved through the entire process from issue raised to issue solved and closed.

Description

• Develop systems to improve and speed up the process where required.
• Manage all accounts for fruit and milk, stationary, Friday drinks and snacks, Card Factory, and organise deliveries.
• Attend all occupier and building meetings to communicate with other tenants in the building and the building management, and to ensure all issues are being acknowledged and worked on.
• Organise any bookings of business meetings at external locations and business-related travel and accommodation for senior members of staff.
• Manage fire risk assessments, occupational health assessments, all office contractors such as Rentokil, Optimum, any developments in the office, office refurbishment and any necessary clean-up such as leaks or similar.
• Greet all visitors, communicate with relevant staff and arrange meeting rooms where required.
• Organise staff-related administration such as managing birthday, leaving and celebration cards and collections or gifts, manage the onboarding of staff such as organising new desks and building passes.
• Regularly update the employee database with details such as birthdays, review dates, allergy/medical requirements, addresses, and contact details.
• Coordinate with the marketing team in organising internal and public relations events such as brochure launches, staff updates, and Christmas parties.
• Manage all staff and visitor security in liaison with the building facilities management.
• Provide daily administrative support to the Senior Executives of the business.
• Check, scan, organise and file business service invoices, including all office-related contracts.
• Undertake business-related research as required – for example, improve organisation of fruit and milk, stationary, cleaning and catering materials and ad hoc supplies.
• Maintain the upkeep of the office appearance – organise meeting rooms to ensure they are ready to receive guests, keep brochures topped up at entry to office, organise the stationary and post room, keep the kitchen clean and tidy.
• Provide general assistance and support to Operations, Sales, Commercial, Marketing, Product and Finance teams as required.
• During busy periods, assist with the document dispatch, post and courier activities of our visa department.

Skills required:

• Excellent written and verbal communication skills
• Well organised
• High work rate with a “can do” attitude
• Computer literate with Word, Excel, PowerPoint, etc.
• Polite phone manner, able to take messages.
• Proactive and takes initiative
• Understanding of good customer service levels
• Good interpersonal skills and team player
• Keen to learn, enthusiastic
• Flexible and willing to think outside the box