Office Manager & Personal Assistant

Office Management

• Oversee daily office operations, ensuring a welcoming and organized environment.
• Maintain office supplies and equipment; coordinate repairs as necessary.
• Collaborate with external vendors and service providers, including IT support, cleaning services, and maintenance contractors.
• Manage relationships with the office landlord, including lease agreements and renewals.
• Handle correspondence, complaints, and queries via telephone, email, and post.
• Manage the renewal and payment of staff and office insurances, subscriptions, and utilities.
• Accept, track, and distribute all incoming and outgoing mail within the office.
• Serve as the point of contact for housekeeping, ensuring a tidy and professional office environment.
• Assist with administrative tasks related to the finance function, including obtaining signatures from partners for accountancy documentation and depositing client cheques.
• Support HR-related administrative tasks, such as but not limited to scheduling candidate interviews, driving the visa application process, and setting up printers and access cards for onboarding and offboarding staff.
• Perform additional duties as required by the company, beyond those outlined in this job description.

Personal Assistant

• Assist with invoicing, expense tracking, and budgeting as necessary.
• Manage calendars and assist in organizing personal appointments for partners.
• Book personal travel arrangements for partners and update travel details in relevant apps.
• Serve as the point of contact for medical health claim submissions and manage renewals and payments.
• Review, document, and process personal and business financial payments for partners, including credit cards, expenses, online purchases, taxes, and home maintenance.
• Handle the renewal and payment of insurances, subscriptions, and utilities.
• Manage all vehicle-related matters.
• Assist partners with day-to-day matters and maintain confidentiality when managing sensitive information.
• Update partners’ timesheets for corresponding projects.
• Provide support to business partners and directors as needed.

Client Communication:

• Serve as the primary point of contact for clients, maintaining a professional and courteous demeanour.
• Manage client inquiries, appointments, and follow-ups promptly and effectively.

Administrative Support:

• Coordinate schedules, meetings, and travel arrangements for the design team and executives.
• Prepare and manage documents, presentations, and reports related to projects and client interactions.

Project Coordination:

• Assist in project management tasks, including tracking timelines, budgets, and deliverables.
• Collaborate with design teams to ensure client needs are met and projects are executed smoothly.
• Support the Operations Manager with reporting.