Job Description

Key Responsibilities

Reporting to the Managing Director, the role will include:

Extensive diary management for the Managing Director (manage the manager)

Arrange internal/external meetings as required (including client consultations etc) Ensure all action points assigned to Managing Director are completed and/or delegated as necessary Mailbox management for the Managing Director & business Flag important emails to ensure responses are made in due time Respond to emails on their behalf where possible
Managing Director:

Prepare expense submissions for Managing Director Manage memberships Manage personal and business travel as required Assist with other family matters as required Administrate all matters relating to the CEO's property portfolio
General:

Incoming calls to the business Conduct inductions for new members of staff, ensuring the induction presentation is reviewed periodically Prepare "Welcome Packs" for new starters Keep the company Organisation Chart updated Manage the Employee Awards programme to ensure monthly nominees are collated and certificates etc are issued, pictures uploaded to social media/website Prepare presentations for internal/external use, ensuring correct brand image is projected Create & Collate monthly KPI submissions from department heads and submit to Managing Director for review Work with HR to ensure annual appraisals are carried out, documents are filed with Managing Director and high level overviews of individuals are prepared to enable training requirement reviews etc to be conducted Conduct post-appraisal staff surveys Work with other departments and offer assistance/advice if requested, e.g working with Sales to review/prepare quotation documents before submission to client Assist with travel bookings for other members of staff as required Stock checks Confirmation emails and updating clients Reminder calls for bookings LinkedIn Management Google review's and follow up calls
Financial:

Bad debt chasing & Invoicing clients Maintain credit card expense spreadsheet/receipts and submit monthly to Finance Organisation and management of credit cards and statements
Fleet Management

Keep up to date information on all vehicles owned by the company (including SORN vehicles) Collate the monthly mileage returns and document Ensure vehicle tax/MOT/services is always current First point of contact for any scheduled/non-scheduled service/repair requirements Deal with any PCNs that arrive and arrange for payment where necessary liaising with payroll to deduct from driver's salary or clients Ensure any speeding notifications or other such Police related matters are dealt with and the driver's details are forwarded Liaise with fleet insurers to add/remove vehicles as required Conduct twice yearly driving licence check on all staff who drive company vehicles Any other fleet related matters
Sales & Marketing

Be a point of contact for the Marketing department Work with Managing Director to ensure promotional items are ordered, distributed to relevant sales/operations teams for potential/existing customer base Work with Managing Director to organise and manage company events Assist Managing Director with writing communications for internal/external audiences Liaise with the marketing team to ensure website content is up to date Liaise with the marketing team for all social media requirements Prepare monthly e-news (whatsapp) updates to office based staff to keep them up to date with key information Email marketing
Office Management

Act as first point of contact for office/showroom Ensure all facilities related matters are dealt with in a timely manner, setting reminders for when preventative maintenance is due, and dealing with reactive maintenance as necessary Maintain stationery and printing consumable levels Build good relationships with all supplier contacts and clients Review supplier contracts periodically to obtain the best market pricing Work with IT manager to ensure all staff have the correct equipment to carry out their job Be hands on with regards to matters relating to other offices in the company and deal with issues as requested Warranty registration for clients Booking diary management
Ad hoc duties additional to the above job description as required to fulfill the job role

Job Type: Full-time

Pay: From 31,000.00 per year

Benefits:

Company events Company pension Employee discount Free parking On-site parking Store discount Transport links
Work Location: In person