Office Assistant

Are you ready to work alongside one of the world’s leading professional services businesses, are you ready to grow in your career alongside a team of professionals? Can you bring high customer experience, good organisational skills, and expert communication skills?

Role Overview:    
This position will play an important role by creating a professional and welcoming environment for visitors to our Belfast office and providing effective and efficient support as a key member of the Business Services team. 

Key Responsibilities

• Meeting, greeting and registering of all clients and visitors at reception and directing them as appropriate.
• Maintaining the highest standards of presentation in the reception area at all times.
• Maintaining security by following procedures, monitoring logbook and issuing visitor badges.
• Handling telephone calls, dealing with enquiries and relaying accurate messages as required.
• Managing the reception mailbox, including checking voicemails.
• Responsibility for booking, controlling use and setting-up of meeting rooms and private offices.
• Responsibility for venue hire and other private meeting / function requirements.
• Liaising with members of the Operations and Projects team to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
• Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
• Managing of car park spaces on a day-to-day basis and allocation of visitor car parking and team members for temporary use.
• Responsibility for staff photographs, including liaising with photographer, hair and makeup and arrange appropriate staff to attend.
• Responsibility for ordering and arranging flowers, gifts etc. as requested.
• Day to day responsibility for arranging and managing couriers (including receipt and dispatch).
• Responsibility for replenishing stationery and other office supplies in accordance with the office stock take and ordering procedures.
• Responsibility for fire alarm test notifications.
• Working collaboratively with the PA to the ALT Management Team and the Office Operations Assistant, including covering some of their responsibilities as required.
• Supporting the arrangements for meetings and other functions, including the preparation of papers, presentations and other materials.
• Supporting the travel and accommodation arrangements for members of the Belfast team and/or any visitors to the Belfast office (including partners, associates, business services managers or other visitors).
• Providing general administrative and operational assistance to the Belfast office as required.
• Providing cover for office related functions and events as required.

Skills and Qualifications