Commercial Assistant & Office Manager

As the Office Manager & Commercial Assistant, you’ll play a key role in maintaining smooth front-office operations, including the thoughtful coordination of enquiries, by phone when required, or in person, and confidently direct them internally to the appropriate contacts in line with company guidelines.

You will oversee the administrative and operational activities of the office and as support the commercial functions.

This is a key role that keeps the office running efficiently while supporting a professional and approachable environment.

Key Responsibilities

Office management duties :

• Ensure the office and in particular the reception area is tidy, clean and presentable, with all necessary stationery and material;
• Producing monthly reports;
• In charge of managing the office budget, making sure we make savings and can give feedback on consumption when needed;
• Keep updated records of office expenses and costs;
• Order stationery, coffee, milk, and any supplies needed, making sure we are never low in stock. Verify the kitchen supplies : refill what has to be refilled and verify the whiteboard for missing items to order;
• Managing repairs and maintenance;
• Shipments management and distribution of mailing to the colleagues and the company, as the case may be;
• Answer the phone, taking the message or forwarding the call to the appropriate colleague, when required;
• Making sure the calls are forwarded to the good interlocutor, by noting the messages and that clients are recontacted in a timely manner;
• Attending to anyone coming into to office, using the log, handing out visitors’ badges and offering refreshments;
• Manage the meeting room schedule, make sure it is always clean and tidy, and offer refreshments to guests;
• Arranging business trips for managers;
• Making sure new starters have access to the building and their IT equipment is ready to use;
• Archives : manage the destruction of necessary documents;
• Organizing events, lunches and dinners when required;

Concierge enquiries :

Commercial Support :

Key Qualifications, Skills, Experiences and Knowledge Required