Office Manager

Posted 5 April by Hudson Easy Apply

Office Manager

Permanent - 37.5 hours per week

Edinburgh

Hudson are working exclusively with an Edinburgh based, global organisation to recruit a proactive and dynamic Office Manager.

The successful candidate will be efficient and confident working as a member of a wide and diverse team. The ability to multi-task, while managing your workload and maintaining the efficient and smooth day-to-day operation of the office is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organised.

Duties will include, but are not limited to:

  • Answering the telephone and screening calls before transferring to staff
  • Friendly greeting of clients and visitors and attending to their needs
  • Dealing with incoming mail
  • Ensure meetings rooms are properly prepared for client/internal meetings/events, as well as arranging lunches, refreshments, transport, reserving parking spaces etc.
  • Maintaining a welcoming, safe and comfortable environment at all times
  • Assume responsibility for maintenance and ordering of office equipment/supplies and supervision of associated contracts/invoice payments such as;
  • Copiers, conference phone, desk phones, water cooler, stationery
  • Cleaning contract
  • Waste collection contract
  • Art rental contract
  • Office repairs/maintenance
  • Factor
  • Training staff on any office processes
  • Extensive data management, document control and filing
  • Preparation of complex data
  • Office configuration such as preparations for accommodating staff, arranging new office furniture i.e. desks, board room table, kitchen facilities,
  • Health and safety management, risk assessments, accident logs, office inspections, First Aider and Fire Officer
  • HR administrative duties, for example: recording staff holidays; sickness absence: updating staff handbook.
  • Minute taking

Key skills:

  • Proven experience in a professional office administration role
  • Trustworthy with the ability to keep information confidential
  • Flexible with the ability to respond to urgent requests
  • Methodical with impeccable organisational and administrative skills
  • Excellent written and verbal communication skills
  • A solid understanding of MS Office 365 (especially Outlook, Word, SharePoint and PowerPoint)
  • Experience dealing with the most senior stakeholders internally and externally
  • Ability to multi-task in an environment where there can be peaks of high pressure
  • Resourceful and able to find solutions to problems

Please note that Hudson will only contact you if you are actively being considered for this role

Reference: 34839590

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