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- Last updated: Tuesday, 25 October
- Adoos Reference: 93612
- Location:
London
Description
Answer all incoming phone lines; manage company voicemail box and manage regular/holiday greetings as required
Concierge
Greet visitors
Greet job applicants; oversee application process; coordinate interviews with Talent Management; assist with sending “decline” letters and other templated correspondence
Greet new hires; assist SSM with distribution of New Hire kits and keys
In liaison with the Support Services Coordinator, accept and arrange for delivery of incoming packages as necessary
Primary liaison/resource for Meetings Manager for in-house meetings
Oversee Meeting Pantry; liaise with the cleaning company on a regular basis to ensure standards of cleanliness are maintained
Manage conference room bookings and AV requests
Coordinate member meetings with Meetings Manager
Schedule and confirm all staff requests for meetings and AV equipment
Coordinate meetings and equipment schedules with Support Services Coordinator
Ensure meeting and member-facing areas are kept tidy at all times
Arrange for and track regular servicing of office equipment and arrange repairs and maintenance where necessary (e.g., fax machines, photocopiers)
Complete ‘At Your Service’ internal staff requests as assigned
Primary backup for Support Services/Print Production Manager (as needed; e.g., assigning AYS tickets; contact with property management for emergency repairs; coordinating printing with CEB/DC and UK vendors)
Administrative Associate
Order/produce Nameplates
General administrative tasks and research for special projects as required by specific teams or departments
Enter data into internal database as required (e.g., update phone/fax data for Marketing and MS)
Handle all Intranet updates (e.g., telephone numbers, messages, announcements)
In liaison with the Support Services Manager (SSM), ensure all Health and Safety standards are met
In liaison with the SSM, assist with preparations for New Hires and Departures
In liaison with the SSM, assist with management of the library (e.g., publication orders and fulfillment)
Finance Admin Support
Expense Reports
Checking all UK Office Expense reports for correct receipts, currency, dates etc.
Record all expense queries on spreadsheet and liaise with finance team and individuals to resolve issues.
Scan in all expense reports by weekly deadline.
Flag all VAT amounts both UK and Non-UK – over £1/10€.
Record details of all flagged receipts on spreadsheet.
Auditing 1 in 10 reports weekly for correct dates and amounts – record on spreadsheet.
Additional Tasks
Using excel spreadsheet break down all UPS shipping bills into department codes and total each code.
Miscellaneous tasks as and when requested by finance.