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Office Manager and Company Secretary at Wainwrights
Main Purpose of the Job
The Business Support/Administration Assistant will support our Office Manager and work alongside our existing Business Support Team to provide outstanding service to our clients and colleagues.
Working in a relaxed, professional and busy environment, this role involves welcoming our colleagues and visitors, ensuring that they are well cared for and our impeccable business standards are maintained. You will also assist with varied, general administration support to the office and cover shared reception duties.
Main Duties and Responsibilities of the Role
- Day to day Administration Support.
- Answering telephone calls and managing correspondence.
- Placing stationery orders and general office replenishments.
- Arranging travel and accommodation.
- Assisting with hospitality gifts and events.
- Ordering PPE.
- Subscription Renewals.
- Sourcing new Business Cards & ordering.
- Uploading expenditure invoices to Xero.
- Audio and copy typing of reports, report amendments, creating photo schedules and lease extracts.
- Creating, copying, collating and preparing project documents.
- A small element of document control.
- Maintaining Contractor Database via Excel.
- Maintaining and updating Asset List.
- Keeping the company website up to date and drafting case studies.
- Booking Continuing Professional Development (CPD) Sessions and maintaining the Training Plan. Collating Certificates following the session.
- Opening new jobs.
- Attendance at internal departmental meetings and occasional note / minute taking.
- Assisting with internal ISO9001 audits.
- Review of ISO processes with all of the team and assisting with typing up & re-branding templates/policies.
- Weekly Fire Alarm Testing.
- Monthly Emergency Lighting Testing.
- Accounts receivable. Uploading invoices to Xero and re-charging to clients.
- Any other Finance duties as required.
- Maintaining project and client ‘live’ jobs updates.
- Preparation of fee quotes via Xero.
- Assist with meeting and lunch event organisation, guest coordination etc.
- Diary and email management.
- Scheduling appointments and meetings.
- Maintaining accurate schedules and registers.
- Assist with social media and company website updates.
- Standardisation of works to ensure that works are completed in accordance with business policies and procedures.
- Plus, any other reasonable duties as required.
Competency Profile
Skills and Abilities
- Previous mid-level Administration; Secretarial and/or PA skills
- Time management and organisation skills
- Multi-tasking
- Copy typing skills (min 50wpm)
- MS Office, including Word, Outlook and basic Excel skills
Personal Attributes
- Must be able to fit in with the Wainwrights team.
- Sufficient level of professionalism.
- Drive to succeed.
- Positive and respectful to others.
- Well presented.
- Confident with excellent communication skills.
- Willingness to learn new skills and contribute to a vibrant and thriving office.
- Professional, friendly and approachable.
- Proactive and self-motivated.
- Enjoy a varied workload with a ‘can do’ attitude.
- A positive team player who enjoys a collaborative team culture.
Hours of Work:
Full time: 37.5 hours per week Monday to Friday 9am - 5.30pm (1 hour lunch break).
Location:
Office based role at Calder Park, Wakefield, WF4 3BA
Applications:
If this sounds like the opportunity for you, please apply with a CV and covering letter today!
Closing date for applications is midday on Wednesday 30 April 2025.
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