Office Assistant

London - Onsite 5 days per week

The Background

What is the client about

Their ambition is simple. To combine global know-how with local insight to help clients turn their business goals into reality. By offering innovation, automation and organizational design. All with a personal touch.

Where the strategic magic happens

London is their base of operations. Here, they have created an international office with dozens of exceptional people. Over the years, they have worked hard to secure their place as leading advisors and business support consultants within our industries. We are incredibly proud of what we’ve achieved so far and plan to continue along the same path. Constantly learning, improving and growing to make sure we always create lasting value for our clients.

Mission

Create value and reimagine the technology that powers the categories we work in. Provide management and consulting teams that turn start-ups into medium-sized businesses and support them as they evolve.

Summary

We are searching for an Office Assistant to help keep our busy office running efficiently. The Office Assistant will provide general administrative support to our team, act as the first point of contact for many of our clients, greeting office visitors and answering email inquiries. A personable and detail-oriented individual will do well in this role.

Your Responsibilities:

• Main point of contact for London visitors, to be greeted and assisted in a courteous and professional manner;
• Act as local Procurement Officer and as the primary point of contact between suppliers and the business
• Process invoices on procurement systems such as Jira
• Maintain Health and Safety Records and equipment i.e. First Aid Box / Fire Extinguishers
• Act as a Fire Marshall and First Aider for the office
• Build and maintain relationships with designated external Travel Management Companies. Work closely with the company to support employees with arranging their own travel such as flights/hotels and ensuring trips are in line with company’s travel policy is applied. Where required, liaise with Travel Management Companies to book flights for employees.
• Ensure visitors receive welcome emails, allocate desks and update systems accordingly and liaise with the ITO team to ensure the set-ups are complete.
• Carry out daily “facilities” checks and log all issues in the maintenance records as well liaise with the housekeeping team.
• Maintain stationery and office supplies - ensure purchasing procedures are adhered to
• Thrive in making the office a pleasant and inspiring place to work.
• Raise purchase orders as required in-line with company procedure.
• In charge of ordering passes when needed, liaise with the landlord and building management company on maintenance and upkeep issues;
• Ensure all required insurance policies are up to date and coordinate renewals such as Employers Liability & Management Insurances / TV Licences
• Organise the company social events i.e., Summer/Christmas parties.
• Organise employee gifts and Quartz Swag
• Support with other administrative projects as required
• Maintain all social platforms with company updates: Quartz Website & LinkedIn/Instagram and Facebook pages
• Liaise with external 3rd party provider on best H&S practices to ensure compliance around Health and Safety practise/ keep documents up to date such as Risk Assessment/DSE guidance.
• Co-ordinate regular H&S Checks in the office (e.g., Office Risk Assessments (Fire Safety) and PAT (electric equipment), Legionella).
• Provide support to the HR Assistant with 4 eye checks and provide cover whilst the HR Assistant is on annual leave
• Support with office maintenance and renovations works

Requirements:

• Excellent interpersonal, customer service skills and the ability to anticipate the team needs.
• ‘Can do’ attitude and Growth mindset, with a systematic approach to work and strong prioritisation skills
• Ability to work independently and team setting with minimal supervision
• A good understanding of Health and Safety management knowledge and in possession of or working towards acquiring accreditation/Certificates (NCRQ, NEBOSH, and IOSH)
• Ability to work in a fast-paced environment in an organized manner
• Ability to handle highly sensitive data and confidential information and maintain a high degree of confidentiality at all times
• Detail-oriented precision in all areas of work
• Strong organizational skills, including the ability to manage multiple schedules and calendars
• Ability to prioritize tasks according to urgency and meet tight deadlines
• Proficiency with basic office equipment and office management software
• Ability to comfortably multitask and shift gears throughout the workday

Candidate should be comfortable with 5 days in office and in commutable distance to our clients offices in Soho.

If you are interested in the position please don't delay in applying for a informal conversation.