London, UK
Office manager/procurement assistant
at M3 Design Development
M3 Design Development is looking for a Italian-speaking office manager or procurement assistant to join its team in London.
Job purpose
The purpose of the office manager and procurement assistant is to organise and coordinate administration duties and office procedures, as well as creating and maintaining a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety. On the procurement side, the assistant is responsible to ensure employer obtains quality products for competitive prices in a timely fashion and plays an integral role in ensuring the company sticks to budgets and operates profitably.
Main responsibilities/key tasks:
- reception duties, including answering incoming calls and scheduling appointments
- follows up on phone calls and contacts as appropriate
- answers general emails and postal correspondence with customers and suppliers
- processes expenses and invoices
- creates budgets and orders office supplies
- files and archives accurate records
- manages health and safety as well as fire regulations within the office
- negotiates and manages office insurance contracts
- manages office subscriptions to magazines and online resources
- monitors training material and confirms it’s all up to date
- negotiates new customer accounts and contracts
- arranges travel and accommodation plans for executives when required
- manages the customer complaint procedure
- organises and audits the company’s systems, databases, and procedures
- prepares weekly and monthly reports for the directors
- provides administrative support for the directors as needed
- may take care of payroll procedures and process customer orders
- liaises with key company employees to determine their product and service needs
- monitors business trends and product availability to pay the best price for company goods and services without sacrificing quality or delivery times
- nurtures relationships with suppliers to negotiate the best prices for company
- identifies and researches potential new suppliers
- researches new products and services to meet company’s goals
- assesses total costs of company purchases
- develops and implements strategies for procuring, storing, and distributing goods or services and maintaining stock levels
Requirements:
- office management experience
- proficiency in all Office Programmes
- good communications skills both verbal and written
- exceptional organisation skills
- professional telephone manner
- appropriate mathematical skills
- ability to perform under pressure
- excellent customer care skills
- ability to maintain strict confidentiality
- ability to prioritise effectively
- keen attention to detail
- ability to work well under pressure
- excellent time management skills
- positive attitude
- reliable and dependable
- high level of Italian, both spoken and written