Office Services Lead
il y a 5 jours
Job Description
The Office Services Lead/PA manages the office services for the Brussels and Amsterdam offices. The role manages the Office Services Coordinators (Postal Focussed and Reception & Facilities Focussed) giving them instruction and support on both of their roles. In addition, the role gives Personal Assistant support to the Partners (Jo Antoons, Brussels and Christine Sullivan, Amsterdam) and Director (Charlotte Van Hautekerke, Brussels). This position reports into the Senior Office Services Manager, UK (and locally into Partner & Director).
Office Services Lead
- Management of the two Offices Services Coordinators: managing holidays, absences and ensuring they are supported and completing their role to a high standard;
- Act as the main office point of contact and to oversee all facilities management e.g. repairs & maintenance, IT infrastructure, air con/heating system, facilities call outs and solutions, building management and responsible for ensuring the office is keep tidy and safe at all times. Manage the Office Services Coordinator in respect of any maintenance issues that arise through to completion;
- Manage the Office Services Coordinator to work with IT & HR to assist onboarding new joiners to the Brussels and Amsterdam Offices (to give extra support with Senior members of staff onboarding);
- To manage office supplies and maintain stock levels and act as key contact for suppliers/vendors (water, fruit, soft drinks, stationery, coffee, marketing materials, special events, sandwiches, business cards etc.). Requesting sign off for larger orders (furniture etc) and new contracts from the Partners/Senior Office Services Manager;
- Complete administrative changes and amendments (letterhead, telephone list, phone directory, etc.);
- Ensure compliance with Occupational Health & Safety regulations, including allocation of fire wardens, fire safety training, and safe return to work protocols together with HR, Office induction & Health and Safety tours for all new starters;
- Maintains the Business Continuity Plan under the supervision and guidance of the Partners and Senior Office Services Manager. Ensures the US central contacts have the latest copy at all time;
- To maintain and ensure the office security system is current and secure, to report to the US based security team on audits;
- Monitor and plan desk space in the office and find design solutions where needed and work with Partners to support potential renovations or office moves as required under the supervision of the Senior Office Services Manager;
- Manages organisation and set up for office events such as quarterly drinks, Christmas and Summer parties within budget;
- Liaises with the Partner to ensure documents archiving is compliant with Firm’s protocols; and
- Other ad hoc duties as required
Personal Assistant
- Coordinating and maintaining the diary of the Partners including organising all appointments, meetings, travel arrangements;
- Identifying, anticipating and preparing information requirements for the Partner/Managers for meetings, such as presentations;
- Answer telephone calls for both parties when they are in meetings, on the telephone or unavailable;
- Assist with the arranging of client events and seminars including the organisation of facilities and invitations;
- Document assistance using Excel, Word, PowerPoint and Adobe. Document maintenance including upload to SharePoint;
- Ensuring appropriate handover coverage is in place when absence;
- Other adhoc administrative duties and travel bookings, as required by other staff members such a Senior Managers/Managers;
- Liaises with finance department to ensure all invoices are signed and paid, expenses for all corporate Barclaycards are processed and with Partner oversight the budget is monitored; and
- Assists Partners with billing tasks e.g. initiating billing for client consultations, liaising with clients and collections department.
Job Competencies
- Able to act under instruction
- When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
- Implement effective processes to manage workflow and meet deadlines
- Demonstrates proficiency in English and French or Dutch
- Completes tasks within agreed time-frames and in line with expectations
- Ensures work completed is accurate and follows standard layouts
- Keeps staff aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity
Professional Conduct
- Appropriate regard to firm policies and protocols
- Is able to follow the instructions of senior members of staff
- Possesses a track record of being punctual and if absent or late, communicates absence to Manager in advance
- Presents for work in a professional manner/ appearance is appropriate as per the Firm’s dress code policy
- Raises concerns/ needs with appropriate contact
- Accep
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