Reporting to the General Manager, your duties will include:

• Authorised signatory for purchase orders, invoices and expenses, to pre-determined levels that will be communicated separately within policy.
• Representing the business at appropriate meetings.
• Hosting external visits to the office in support of company.
• Providing direct support to the General Manager and as one of the Senior Operational Managers deputise in their absence.
• Ensuring effective management of the service charge, marketing and car park accounts.
• Managing and monitoring the budgetary support for all other budget holders.
• Ownership of on-site purchasing and invoice procedures ensuring these are followed by all on-site employees.
• Ensuring that statistics are reported and managed accurately and on time.
• Maintaining on site IT, including network, intranet (where installed) and any other systems to required standards.
• Ensuring systems (where applicable) and machinery run smoothly and efficiently.
• Taking responsibility for the office management e.g. stationery orders and control of documentation.
• Coordinating preparation of service charge and parking budgets.
• Ensuring that financial information is accurate through timely invoice processing and cash reconciliation.
• Ensuring correct cash handling procedures are in place which minimise any risk of misuse.
• Developing and constantly reviewing office processes and procedures to ensure they are effective.
• Ensuring and maintaining office compliance with regards to GDPR and the recording and sharing of information.
• Ensuring and managing statutory compliance on all licensing.
• Ensuring that a good and current understanding is maintained in respect of health and safety legislation. Taking responsibility for checking that all health and safety compliance is adhered to in your area of control and where your intervention is appropriate elsewhere in the business.
• Managing insurance claim progression including all liaison with insurers.
• Accurately collating statistics, identifying trends for business use and providing informative reports to ensure effective internal and external reporting and maintaining a consistent approach to all information leaving site.
• Preparing presentations and communications in a consistent manner. Ensuring that where figures are presented in areas like service charge that they are accurate and relevant.
• Ensuring the reception area is run professionally and in a welcoming manner.
• Ensuring that all telephone calls are managed professionally and efficiently, and that the telephone system, voicemail, access codes etc. are fully operational.
• Overseeing all conferencing equipment and facilities.
• Providing support and advice to other employees on reporting and storing information.
• Ensuring that the Administration Team is multi-functional in order to maintain standards during leave and absence.
• Adhering to all company policies and procedures.
• Undertaking any other reasonable duties as required to meet the needs of the business.
• Undertaking operational management responsibilities as necessary.
• Being represented on the senior management weekend and on-call rota.

TMM Recruitment INDFIN