Start date: ASAP

The Opportunity: This is an opportunity for a talented Office Manager / P.A. to join an outstanding and award-winning construction business in their highly successful Midlands region and provide a comprehensive PA service to the Regional Construction Director.  

As Office Manager / PA, you will also:

Be responsible for the overall smooth running of the regional office. 

Provide support with administration duties and ad-hoc project work as and when required. 

Build and maintain key working relationships with both internal and external customers and to provide a point of contact for communication from and to the wider regional leadership and project teams.

The position is based at the regional office, but flexibility in travelling to other offices or locations as and when required.

 The PA/Office Manager will report to the Regional Construction Director

 

Role Requirements:

PA Service

•Provide a comprehensive administrative service to the Regional Construction Director  

 •Be responsible for ensuring management meetings are booked in diaries and packs are compiled and distributed in a timely manner to the Senior Leadership Team meeting attendees.•Liaising with Marketing or independently organising and planning all regional company events, both corporate and social, to agreed budgets and deadlines.

 •Arranging company travel as required for Senior Leadership team

 •Set up and manage effective document filing processes for Regional Construction Director

 •Preparation of information for meetings

 •Diary management for Senior Leadership team as required

 

Office Management:

Ensure the overall smooth running of the office in the capacity of Office Manager including the following:

•Responsible for the contracts and suppliers who provide a service to theoffice e.g. IT, Phones, cleaning, printers, waste, kitchen provisions, etc.

 •Act as main point of contact for our landlord/building manager for anymatters pertaining to the office and building e.g. visitor arrangements, booking meeting rooms, deliveries, security of the office/building, IT issues relating to the building that affect our IT service, etc.

 •Provide administrative support to the regional senior leadership team as required

 •Do a weekly house-keeping walk/audit around the office to ensure the office/desksare tidy

 •Overall responsibility of stationary for the office

 •Provide support as a trained fire marshal to the business

 •Getting things ready for audits and inspections and making sure all displayed information is correct and up to date.

 •Assisting with general admin when needed (scanning, photocopying, distributing incoming and outgoing post, filing, meeting/report preparation etc)

 

Customer Service:

•Ensure excellent customer service is given in all communication with internal and external customers.

 •Show flexibility and enthusiasm to provide any support that may be required in the office/site teams to ensure that there is little disruption to customers. This may include providing reception cover.

 •Ensure telephone calls are answered efficiently and professionally. Handle first hand queries within the scope of the role or take detailed messages and pass onto the relevant person.

 •Facilitate the smooth running of meetings by ensuring refreshments are provided in time for meetings and replenished throughout.

 •Keep the reception area tidy and welcoming, free from personal items in view of visitors.

 •Greet visitors in a professional, friendly manner ensuring all signing in procedures are adhered to.

 •Maintain accurate signing in/out system of staff and visitors to ensure records are correct at all times.

 •Manage meeting room diaries in Microsoft Outlook.

 

Desired Qualifications:

•English and Maths GCSE – Minimum of a Grade C

•An NVQ in Business Management would be desirable

•Ideally two years’ experience supporting an MD / Director within a fast-paced environment

•Excellent MS Office knowledge – Word, Excel, PowerPoint

•Excellent with email and electronic diary management functionality (Outlook)

•Experience of using the internet, conducting research

•Accurate typing and keyboard skills

•Good analytical skills to research, comprehend and disseminate information

Desired Training & Certification:

•First Aid at Work Certificate•Fire Awareness Training

Key Competencies:

•Desire to be a part of a highly skilled professional team with a friendly “can do” approach

•Highly professional, in manner, approach and appearance, confident

•Discreet, diplomatic and confidential

•Excellent communicator (Verbal, written and listening skills) – able to relate to external contacts and staff at all levels

•Be a team player but also be able to work on own initiative

•Strong relationship builder

•Excellent attention to detail and concern for standards – “right first time”

•Ability to prioritise workload and multi-task

•Results and quality oriented

•Strong work ethic, requires high standards of self, able to be flexiblein order toget the job done, able to work under pressure when deadlines approach.

•Excellent organisation skills, including time management, prioritisation of tasks and self-motivationIf you would like to have a confidential chat about this role then please apply and we will contact you directly.

If you would like to have a confidential chat about this role then please apply and we will contact you directly.