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The Role:
An experienced Office Manager ideally with some previous PA experience, who is organized, efficient, and adaptable. The successful candidate will have the professional and personal skills to work alongside and communicate with those at all levels both verbally and through written word.
You will oversee the daily operations of the office, ensuring things are run smoothly, proficiently and effectively. As the main point of contact for staff, third parties and visitors a helpful and friendly manner that retains the company image of professionalism and reliability in the view of staff and customers is essential.
The role will require the need to handle sensitive information, and as such complete confidentiality must be maintained. Tasks require information to be upheld to high levels of accuracy enabling the confidence of the management team who you will be working with.
Key Responsibilities:
- FOH/Switchboard Cover
- Process, track and distribute couriers and registered post
- Coordinating the shipment of IT equipment.
- Process documents for counter signatures
- Assist Co Sec with obtaining signature, arranging notaries and apostilling of documents
- Assist Senior Management with administrative duties, off site documentation and liaise regarding office improvements and events
- Supply of Office Consumables
- Organise internal events
- Manage Facilities helpdesk tickets on Neurons platform
- Monitor daily access reports and administer employees/visitors access cards
- Health & safety compliance:
- o DSE
- o Risk Assessments
- o Fire Safety
- o First Aid
- o Manual handling
- o New joiner inductions
- Furnitures, fixtures, fittings maintenance
- o Maintain a clean office environment
- o Replacement and repair
- Contract management, review and ensure service levels and market value complete POs to ensure budget in place
- o Cleaning
- o Maintenance
- o Confidential waste
- o Stationary
- o Consumables
- Review and approve invoices related to office spend
- Liaise with landlord and tenants over building issues/improvements
- Create and maintain office process and procedures document
- Projects as required
Required Skills, Qualifications and Experience:
- Social/Personal skills:
- Polite and courteous, with the ability to deal with a wide range of people and respond calmly to situations which occur.
- Awareness of the cultural background of both staff and customers and how to deal with them.
- Remain calm under pressure and retain a ‘can do’ positive approach.
- Desire to deliver the highest quality and continuously improve the service provided.
- Attention to detail.
- Management skills:
- Anticipating problems/requests and having options available to resolve them
- Assessing situations and identifying appropriate resources
- Prioritise tasks in a dynamic environment
- Allocation of resources to resolves tasks
- Ability to create and agree SMART objectives both with superiors and subordinates
- Ability to step into roles to supplement limited resources
- Managing staff (direct reports or other company employees), customers and suppliers in a confident manner being firm where required.
- Technology Skills:
- Intermediate MS Office skills
- Ability to work with diverse technology (switchboard, video conferencing, wifi)
- Capability to resolve simple technical problems and identify more complex issues and manage their resolution
About us:
We’re a diverse group of visionary innovators who provide trading and workflow automation software, high-value analytics, and strategic consulting to corporations, central banks, financial institutions, and governments. Founded in 1999, we’ve achieved tremendous growth by bringing together some of the best and most successful financial technology companies in the world.
• Over 2,000 of the world’s leading corporations, including 50% of the Fortune 500 and 30% of the world’s central banks, trust ION solutions to manage their cash, in-house banking, commodity supply chain, trading and risk.
• Over 800 of the world’s leading banks and broker-dealers use our electronic trading platforms to operate the world’s financial market infrastructure.
ION is a rapidly expanding and dynamic group with 13,000 employees and offices in more than 40 cities around the globe. Our ever-expanding global footprint, cutting edge products, and over 40,000 customers worldwide provide an unparalleled career experience for those who share our vision.
ION is committed to maintaining a supportive and inclusive environment for people with diverse backgrounds and experiences. We respect the varied identities, abilities, cultures, and traditions of the individuals who comprise our organization and recognize the value that different backgrounds and points of view bring to our business.
ION adheres to an equal employment opportunity policy that prohibits discriminatory practices or harassment against applicants or employees based on any legally impermissible factor.
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