Executive Assistant / Office Manager - London
- Recruiter
- Urban Retreat
- Location
- Knightsbridge, London
- Salary
- £26,000 to £28,000
- Posted
- 02 May 2017
- Closes
- 30 May 2017
- Ref
- OEURMAY17
- Job Type
- Full Time
Operations Executive - Urban Retreat at Harrods
In this role you will lead the onsite administration and support team to ensure the smooth day-to-day running of the salon. With a range of responsibilities you need to be a great all-rounder, an expert multi-tasker and have plenty of energy. The role includes a variety of daily duties from providing administrative support to the senior team, office management, maintenance and facilities management and health and safety coordination to communicating and maintaining internal relationships with the various departments within Harrods
Key responsibilities
Full management of the office including managing maintenance and operational issues ensuring they are resolved quickly and efficiently
Day to day management of the administration team
Effectively manage the office space and delegation of work amongst the administration team
Carry out general secretarial administration duties
Provide PA and administrative support to the Senior Management Team members when on site, including letter writing and meeting minutes, and assist with ad hoc projects
Point of contact for everyone at Urban Retreat Harrods, for admin and internal projects
Building maintenance – identifying and arranging for repairs, working with Harrods and the internal maintenance teams to ensure the smooth running of the office and salon, i.e. air con, electrics, lighting etc
Coordination of on-going planned maintenance for the structure and fabric of the building
Managing and maintaining standards of the laundry and supervising laundry staff
Liaise with Harrods for security, contractors and visitors and coordinate managers cards
Build strong relationships with Harrods and external suppliers and monitor delivery of agreed service levels and value for money
Management of internal and external contracts for IT services, office supplies and housekeeping
Set up files to ensure that all maintenance and supplier information, service agreements and contracts are appropriately documented and secured
Invoice approval - Approving facilities invoices
Ensure health and safety policies and procedures are observed and act as health and safety coordinator for the salon
Coordinate the planning, implementation, and tracking of all specific short-term internal projects f (i.e. Office moves, team moves, office clearing, re-orgs
Establish a communication schedule to update internal and external stakeholders including appropriate staff in the organization on the progress of the projects
Building security – Responsible for liaising with Harrods and controlling key issuing and list of holder
New joiner preparation for salon management and administrators: desk allocation, IT and phone set up and onboarding
Keeping the office organised and tidy and maintain a good working atmosphere throughout the office
Required skills and experience
At least 2 years PA / office management experience
Self-motivated with an adaptable, flexible approach to work
Good level of numeracy and analytical skills
Ability to work without close supervision own initiative, think logically and recommend solutions
Proven ability to work under pressure, multi-task and prioritise a busy workload, effectively delegating as and when required.
Exceptional communication skills – approachable, credible and confident with excellent organisational skills and a background providing support to a senior team
Have an ability to manage projects and adhere to deadlines
In return we offer a competitive salary, company pension and a package of great benefits and rewards. There are great opportunities for growth and progression for the right candidate. This role will be primarily Monday to Friday 8.30 am to 5.30pm; however some flexibility will be required.