Location: Waterlooville

Duration: Permanent

Start Date: Immediate

Salary: £30k

Job Summary:

We are seeking a highly organized and proactive Office manager /Personal Assistant (PA) to support the Head office and managing Director in managing both professional and personal tasks. This full-time position, requiring 5 days of work per week, is ideal for someone who is detail-oriented, adaptable, and has a full understanding of finance. The candidate must also be able to run a CRM system and thrive in a fast-paced environment. The role will ensure smooth daily operations by providing essential senior administrative and organisational support.

Key Responsibilities:

• Management of administration staff, spearheading continuous improvements to overall office efficiency by establishing smooth workflow processes, monitoring daily productivity and implementing modifications to eliminate operational bottlenecks.
• Handle and prioritise email correspondence, phone calls, and other communications on behalf of senior management.
• Consult with senior management to develop operational enhancements, streamline processes and increase team performance.
• Maintaining confidentiality of sensitive information.
• Interact with customers professionally by phone, email or in person to provide information and direct queries to appropriate colleagues.
• Provide administrative support for various projects, ensuring deadlines are met.
• Manage and coordinate calendars, including scheduling meetings, appointments and events.
• Administer employee entitlements: Authorise leave requests, review timesheets and allocate hours to spreadsheets, liaise with payroll personnel.
• Partner with outsourced HR provision to update and maintain office policies as necessary.
• Chair meetings and minute take, as and when required.
• Prepare reports, presentations, and documents.
• Generate application statements and invoices, ensuring all items are invoiced and paid on time.
• Process incoming vendor invoices by reconciling them against purchase orders and problem-solving where necessary.
• Manage contract and price negotiations with office vendors, utilities, and service providers.
• Organise physical files and digital records to ensure ease of accessibility and retrieval by team members.
• Coordinate with the IT department on all office equipment
• Maintain the office condition and arrange necessary repairs
• Provide general support to visitors

Requirements:

• Proven experience as an Office Manager /Personal Assistant or in a similar senior administrative role.
• Excellent organisational and time-management skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Experience and knowledge of a CRM software system (Job Logic).
• Ability to handle sensitive information with discretion and confidentiality.
• Detail-oriented, with the ability to multitask and prioritise effectively.
• Ability to work independently and take initiative when needed.
• Strong problem-solving skills and a proactive approach to challenges.

Desirable Skills/Qualifications:

• Experience in working as an office manager/  PA or senior Administrator.
• Knowledge of Facilities Management, Property Services or HVAC
• Knowledge of CRM System or similar.

Benefits:

• 20 Days Annual Leave (Pro-Rata) + Bank Holidays
• Company Pension
• Free Parking

Contact:

For more information, please call Michaela Samet at 07497 480088, email msamet@roberthurstltd.co.uk or complete the application form below.