PA to MD/Office Facilities Manager

PA to MD/Office Facilities Manager


My lovely cleint is looking for an experienced senior PA to join them.


Your role will be to provide a professional, discreet and confidential PA/secretarial service to the Managing Director.

In addition, provide all office and facilities management duties and as requested manage and/or provide support for one-off office projects.


Duties include, but are not limited to, the following:

PA/Secretarial
, Diary management to ensure the Managing Director's time is utilised efficiently and effectively for both internal and external meetings.
, Field telephone calls, handle queries as appropriate and ensure messages are passed promptly to the Managing Director.
, Produce high quality (in terms of layout, accuracy, vocabulary and grammar) correspondence as required by the Managing Director.
, Construct own correspondence for either Managing Director or self-signature.
, Operate and maintain effective and efficient filing systems (paper and email).
, Monitor and check progress on actions requested by the Managing Director to the other Directors.
 Produce monthly expenses and fuel claims for both the Managing Director and Sales Director
, Provide absence cover for the Chairman's/Group Finance Director's PA.
, Coordinate and organise as necessary annual social events
, Maintain a discreet and confidential service at all times.
 Produce monthly Board Packs and reports
 Provide support for the Sales Director when required
 Manage the Annual Leave of staff that report to the Managing Director and Sales Director


Personnel
, Deal effectively and professionally with external contacts.
, Act as a confidential point of contact for staff who wish to bring issues to the Managing Director's attention.
, Act as a diplomat in terms of staff issues and concerns, highlighting any key problems to the Managing Director.


Office and Facilities Management
, Organise maintenance of all Security and Fire Alarm systems, Air Conditioning system and gas boiler annually.

Review these contracts when necessary
 Maintain all white goods and kitchen equipment and organise replacement where necessary
 Contact necessary trades should there be issues with boiler/electric/water/toilets
 Correspond with Garden Maintenance to ensure outside areas look pruned and tidy and review contract when necessary
 Organise for any outside building maintenance to take place (including replacement lighting)
 Work with external companies during any ongoing office projects


IT
, Attend bi-weekly and monthly IT meetings to provide input, suggestions and proposals from a user's point of view.
, Work with the IT Manager on building and installing an intranet and in due course become responsible for the Staff


Health & Safety/Environmental
, Work with the Health & Safety Manager to ensure smooth running of the office and attend the quarterly Health & Safety Committee meeting to provide Facilities updates
 Ensure a safe working environment for all staff.
 Monitor and enforce the latest health and safety procedures, regulations and legislation.
 Reduce waste to a minimum from all departmental activities.


If the above sounds like you, do not hesitate to apply now!





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