Office Manager Job in Watford, Southern UK
General Summary
Acts as office manager and receptionist for the branch, answers phones, greets visitors, manages incoming mail, receives deliveries, orders supplies, and organizes company functions. Under the direction of the Branch Manger, performs a variety of complex clerical and administrative functions in support of the branch as needed.
Essential Job Functions
Receptionist Responsibilities
- Answers, screens, and properly routes incoming phone calls
- Greets and properly directs visitors. Alerts appropriate party of visitor arrival
- Receives, signs for, opens and distributes routes all incoming mail and packages
- Serves as the phone system expert and trains new employees on features and functions
- Maintains the location phone list and coordinates the set-up of new employees
- Maintains the in/out office calendars for the Branch Office
Accounting Support Responsibilities
- General accounting support for accounts payables
- Re-routes accounts receivable checks to lock box
Administrative Services Support Responsibilities
- Assists Branch Manager with day-to-day functions
- Assists with coordination of branch resources (people, equipment, and events).
- Acts as Point of Contact for the branch with facility maintenance issues and outside service providers.
- Maintains inventory lists and orders office supplies and equipment as needed for the branch
- Maintains and orders supplies for the copier, and coordinates equipment service
- Manages mail boxes and postage
- Collects, sorts, and distributes incoming mail and faxes
- Coordinates the scheduling of meetings and conference rooms
- Assists in gathering information, planning, and coordinating company sponsored events
Miscellaneous
- Assists any department with tasks that can be started and stopped at any time. (E.g., small assembly of parts, putting labels on objects, scanning bar codes, counting parts, etc.)
- Other administrative duties as assigned
Job Requirements
Experience
Required:
· 2 years of prior administrative support experience
· Experience with phone handling in a fast paced environment
Preferred:
· Prior experience welcoming on-site visitors, determining nature of business, and announcing visitors to appropriate personnel
· Prior experience coordinating travel for groups of employees
· Prior experience coordinating company events
Knowledge/Abilities
Required:
· Excellent communication skills
· Professional sounding voice
· Professional and courteous demeanor with outstanding interpersonal skills
· Great organization skills to track multiple deliverables for internal customers.
· Excellent writing skills
· Proficient computer skills, especially with M.S. Office Products (Word, Excel, Outlook)
· Ability to multi-task and handle projects from different departments
· Flexibility to adapt to changing priorities
· Absolute confidentiality
Preferred
· Experience working with SharePoint
Other
· Professional phone voice
· Must dress professionally as a BSI representative greeting visitors
Physical Requirements
Occasional (up to 25% of time on job): Sitting, Standing, Lifting (max. 75 lbs.), Climbing Stairs, Stooping, Reaching, Repeated Bending
Frequently (25 – 75% of timFrequently (25 – 75% of time on the job): Repetitive Finger Movements, Near Vision
Working Conditions:
Usual Office environment working in an open reception area
Hours of work are critical for this position and the incumbent will work from 9 – 5:30 weekdays