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office manager - Construction
Job Posted: a day ago
Salary: £ 40,000 - 70,000 / Annum
Job Type: Permanent Contract
Location: KT15, Addlestone, Surrey
Expire in: a month
Job Description
Accountabilities & Key Tasks
* Key accountability to the Director and their line management
* Liaison with external contacts including existing and potential clients, suppliers, project partners, advisers, and Government departments in both administrative and management roles
* Liaison with internal contacts across VSL International and the Bouygues Group at all levels
* Diary management of internal and external meetings, telephone, and video conferences for the Director
* Managing meeting preparations for the Director
* Co-ordinate pre-meeting documentation and agendas, ensuring the purpose of meetings arranged by the Director is clearly communicated
* For meetings arranged by the Director, order and prepare working lunches, prepare drinks and other refreshments
* Ensure visitors are assisted while on our premises
* Attending meetings to take and issue minutes as required
* Assist in the completion of his meeting preparations and actions, initiating and co-ordinating feedback from colleagues
* For Commercial and Operations PAs only: Request and arrange project meetings in line with Project Validation Procedure
* 'Gatekeeping’ of telephone calls and enquiries, responding and delegating to team members where appropriate
* Reading of all post and email correspondence to the Director, responding and delegating to team members where appropriate
* Preparation of presentations, letters, reports, and other communications, including sourcing of information for inclusion where applicable, and proof reading of documents
* Initiate detailed travel requests, using own initiative to arrange more detailed aspects of travel arrangements and provide detailed travel information packs
* Assist in managing their own workload, helping them to organise and manage their time and providing support for tasks as directed
* Project work as delegated by the Director, e.g. investigating issues and recommending actions, sourcing information and preparing reports
* Direct liaison with other Group companies to fully co-ordinate and manage Group client visits
* Proactive support in the preparation and maintenance of Management Systems documentation for which the Director is directly responsible
* Administer payments for goods and services as required, and administer the Director’s personal expenses claims
* Work with other colleagues as directed in the organisation of company and team eventsBefore You Apply
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