Office Administration and Operations Manager

Our client, a US headquartered financial services firm is looking for an experienced Office Operations and Administration Manager to join their team.

This role is a front-of-house office-based role located in the heart of London, and requires you to be present at the office, although there may be some degree of flexibility once onboard.

The role will see you be responsible for:

• Overseeing the operations and administration of the UK office ensuring that the office always runs smoothly and effectively, supporting where required the sales and marketing functions both locally and internationally.
• Be a vital liaison between the leadership and regional teams, and extend support across various teams including Compliance, Finance, Legal, Technology, and Marketing. You will also extend support to the business development team with ad-hoc tasks as required.
• Ensure the company’s international operating procedures and compliance guidelines are followed and ensure employees are aligned to the Company’s core principles, policies and procedures, through communication both locally and internationally.
• Support and assist the Leadership team with administration and projects including the rolling out of policies and best practices across local and regional offices.
• Work closely with, and where required support the corporate secretary, company accountant and auditor with any accounting, audit and company filing administration related tasks including providing support to prepare Board Papers.
• Ensure all company documents and records are securely maintained and accessible on the company’s IT infrastructure. When needed, coordinate with local IT provider(s) and assist with administrative tasks, including collaborating with regional and global IT support for internal access and security reviews.
• Manage expense claims and reimbursements, invoices / payment receipts via the Company’s accounting system liaising with the relevant teams both locally and internationally when required, whilst also ensuring compliance with policies and procedures.
• Act as the facilities management / point of contact; where required coordinate with the landlord and building management, manage any office relocation, renovation and enhancements as required.
• Provide support for all travel related requests, including flight, hotel, and car rental reservations for the team, ensuring adherence to the Company’s travel policy guidelines.Where required coordinate meetings, calendars and schedules.
• Coordinate and assist with marketing activities, including the updating of company marketing materials; editing Corporate Decks and similar materials, work closely with the CEO and Marketing team to plan, execute and host regional marketing events;
• Manage annual and sick leave records, new joiner orientation, and benefits assistance.
• You will be the face of the Company, available to greet visitors at reception, greeting visitors, preparing meeting rooms with refreshments as required, be responsible for pantry and office cleaning services, food & beverage purchases, pantry equipment etc. Manage general office telephone calls and any mail, and/or couriers.