Job Description

Director support

• Managing diaries, organizing meetings, appointments and when required act as the ‘gatekeeper’ to the CEO
• Booking and arranging travel, transport and accommodation
• Organizing events and meetings as required
• Reminding the Directors of important tasks and deadlines
• Updating and managing databases and filing systems
• Implementing and maintaining procedures, policies and administrative systems to improve effective and efficient working practices

Financial

• Processing Director expenses via the Group expense system (Concur) to ensure they are claimed in line with Group policy.
• Re-negotiate any supplier agreements (that fall within the scope of the role) for HSO, ensuring high quality and value for money services
• Maintain good supplier relations and continually monitor service & cost savings
• Keep track of and manage maintenance budgets for the office
• Work closely with the Finance team to ensure complete visibility of all spend
• Process the renewal and update of business licenses, training and insurance ie, NLA, CLA, IPA, ABPI, Travel, Health, etc.

Office Support

• Receive visitors (clients and prospective employees) to the agency in a courteous and professional manner
• Report IT & building services issues to the relevant persons and liaise with them to follow-up ensuring all queries are completed / resolved in a timely manner
• Book taxis, couriers & freight collections/deliveries; recording accurately with job number & checking invoices
• Ensure that the office environment is maintained to a high standard

• Manage the Building services relationship
• Monitor the general maintenance around the office and arrange for any work to be carried out when needed to keep the environment safe and in good working order
• Provide team guidance on all administrative procedures including telephones, post, stationery, Health & Safety (H&S) and security at induction and beyond

• Ensure that a high standard of cleanliness is maintained throughout the offices reporting any issues to the cleaners so that they can be rectified in a timely manner

• Promote recycling activities and work with employees to align with the HKX recycling programme.

General Administration and Operational Support

• Liaise with the HR lead and Line Managers to ensure the efficient onboarding of new employees
• Ensure that all new starter equipment such as building pass, email account, computer, mobile phone, desk, desk telephone and basic stationery is organized prior to the start date
• Assist HR lead with new starter induction process
• Manage the Holiday and absence trackers feeding in any concerns such as regular absence and any identifiable patterns of absence to the HR lead
• Assist with organization of interviews with hiring managers as required
• Liaise with other company partners to ensure consistency, simplification and cost savings in areas common across all companies
• Deal with complaints & queries in a responsible manner (suppliers, etc.)
• Assisting employees with various ad hoc internal projects, running lunch & learns and linking in with training etc. to ensure useful subjects are available, as well as some client work, i.e. research/ room sourcing, travel, visas, etc.
• Ensure that all employees have the relevant stationery supplies and that the stationery stocks are kept at the required levels
• Office security: Ensure office & all contents remain secure

Internal activities & communication

• Create internal ambient media to ensure all employees are updated on building / office developments, polices, and community
• Co-ordinate and manage the room booking and technical aspects for Company meetings (SO what’s happening, management meetings, resourcing meetings, etc.)
• Become the point person to help organize joint social events

Required Knowledge, Skills, and Abilities