PA to MD/Office Facilities Manager

Job Title: PA to MD/Office Facilities Manager
Contract Type: Permanent
Location: Dorking, Surrey
Salary: £30000 - £32000 per annum + Good Benefits
Start Date: 9 April
Reference: BB99809090_1518536578
Contact Name: Tanya Etheridge
Contact Email:
Job Published: February 13, 2018 15:42

Job Description

PA to MD/Office Facilities Manager

My lovely cleint is looking for an experienced senior PA to join them.

Your role will be to provide a professional, discreet and confidential PA/secretarial service to the Managing Director. In addition, provide all office and facilities management duties and as requested manage and/or provide support for one-off office projects.

Duties include, but are not limited to, the following:

* Diary management to ensure the Managing Director's time is utilised efficiently and effectively for both internal and external meetings.
* Field telephone calls, handle queries as appropriate and ensure messages are passed promptly to the Managing Director.
* Produce high quality (in terms of layout, accuracy, vocabulary and grammar) correspondence as required by the Managing Director.
* Construct own correspondence for either Managing Director or self-signature.
* Operate and maintain effective and efficient filing systems (paper and email).
* Monitor and check progress on actions requested by the Managing Director to the other Directors.
 Produce monthly expenses and fuel claims for both the Managing Director and Sales Director
* Provide absence cover for the Chairman's/Group Finance Director's PA.
* Coordinate and organise as necessary annual social events
* Maintain a discreet and confidential service at all times.
 Produce monthly Board Packs and reports
 Provide support for the Sales Director when required
 Manage the Annual Leave of staff that report to the Managing Director and Sales Director

* Deal effectively and professionally with external contacts.
* Act as a confidential point of contact for staff who wish to bring issues to the Managing Director's attention.
* Act as a diplomat in terms of staff issues and concerns, highlighting any key problems to the Managing Director.

Office and Facilities Management
* Organise maintenance of all Security and Fire Alarm systems, Air Conditioning system and gas boiler annually. Review these contracts when necessary
 Maintain all white goods and kitchen equipment and organise replacement where necessary
 Contact necessary trades should there be issues with boiler/electric/water/toilets
 Correspond with Garden Maintenance to ensure outside areas look pruned and tidy and review contract when necessary
 Organise for any outside building maintenance to take place (including replacement lighting)
 Work with external companies during any ongoing office projects

* Attend bi-weekly and monthly IT meetings to provide input, suggestions and proposals from a user's point of view.
* Work with the IT Manager on building and installing an intranet and in due course become responsible for the Staff

Health & Safety/Environmental
* Work with the Health & Safety Manager to ensure smooth running of the office and attend the quarterly Health & Safety Committee meeting to provide Facilities updates
 Ensure a safe working environment for all staff.
 Monitor and enforce the latest health and safety procedures, regulations and legislation.
 Reduce waste to a minimum from all departmental activities.

If the above sounds like you, do not hesitate to apply now!