Office Assistant

Wellesbourne, United Kingdom

Project 3 Mobility is looking for Office Assistant who is driven by keeping things in order, enjoys organising the office, and loves to keep the place running smoothly.

Candidate needs to have the ability to work well in dynamic, fast-paced environment and to take the ownership for all assigned responsibilities.

Preferably, the candidate is an organised, pragmatic, dependable, accessible and reliable person, and has worked in a collaborative team environment before.


REGULAR TASKS

  • Organizing the office, make sure to keep the place running smoothly
  • Office Admin activities and diary management tasks related to the office arrangements, seating, travel, location move, invoices, co-ordination of calendars for meetings etc.
  • Reception duties, greeting clients and visitors as required, handling reception phone line, booking taxi’s etc
  • Coordinate and maintain office common areas including monitoring and maintaining adequate stationery and kitchen supplies and coordinating the meeting rooms including calendar booking system
  • Central contact point for any office queries, issues or requests
  • Handling all incoming and outgoing mail, courier parcels, office logistics and shipments if needed
  • Order and organizing catering and lunches as required
  • Ensuring all employees keep office to a good standard of cleanliness & tidiness
  • Coordinate travel bookings and keeping updated travel track sheet (flights, accommodation, transportation etc.)
  • Process invoices for payment
  • Support and coordination of office events, team meetings, workshops: booking and arranging venues, lunches, speakers, agendas, procurement of the items; emailing/contacting all involved in the process and sending invitations
  • Scheduling, organizing and supporting logistics of all Leadership team meetings
  • Facilities: liaise with external contractors as required for office related issues & being point of contact for Facilities team
  • Coordinate pre onboarding for all new starters e.g., access cards and desk equipment (with IT dept.)
  • Appointed office safety officer - checking when the licenses expire for Fire marshal, office first- aider and organising re-fresher trainings for these, organise office safety meetings, work with Global Health and Safety team
  • Other tasks as assigned by Company Director and a line manager


RESPONSIBILITIES

  • Manage day-to day office operations to ensure expected service level can be met efficiently, reliably, and economically
  • Lead office renovation, expansion, relocation, and new office setup
  • Manage office space include seating – in line with vacancy forecast and planning
  • Work with landlord to manage facility equipment repair & maintenance and manage and execute facility preventive & corrective maintenance
  • Manage safety, security, and emergency response execution of all sites
  • Organize regional events and activities including leadership and/or team meetings, town halls, etc., and work with corporate HR on company-wide events and meetings
  • Managing the HR systems with starters, leavers, and internal changes, and making sure that the employee data is up to date in internal systems, including the Employee Handbook and internal processes



REQUIRED SKILLS AND COMPETENCIES

  • Fluent oral English and written English
  • Excellent interpersonal and conflict resolution skills (ability to build strong relationships, including ability to interact with people at all levels)
  • Excellent organizational skills, diligent and attentive to detail
  • Strong analytical and problem-solving skills
  • Experience working in an office management or in HR
  • Excellent communication skills and ability to build strong relationships
  • Ability to prioritize workload and work well under pressure
  • Ability to handle sensitive and confidential information
  • Previous experience organizing events, training, and workshops
  • Ability to work in a changing environment, proactively responding to changing requirements
  • Works well as part of a team but is a self-starter and can work independently
  • Administrative skills developed
  • Problem solver and adaptable to new ideas
  • Experience in a “Startup” business is desirable



SENIORITY LEVEL: Medium (2 years+)



WHAT DO WE OFFER?

  • The opportunity to develop world-class solutions with cutting-edge technology
  • Family-like, transparent, and very open business culture
  • Courageous, curious, and entrepreneurial team members to work with
  • Competitive compensation package
  • Various benefits (like: health insurance, including dental)
  • Dog-friendly office
  • Sick pay after probation period
  • Free coffee and healthy snacks in the office
  • Team lunch once a week
  • Flexible working hours and work from home
Job description

Office Assistant

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