Executive Assistant / Office Manager - London

Urban Retreat
Knightsbridge, London
£26,000 to £28,000
02 May 2017
30 May 2017
OEURMAY17
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.