Office Manager Personal Assistant

Description

iFindTech is a technology recruitment firm in Brentwood, placing engineers with companies across Norway, Sweden, the UK and Europe. We are hiring an Office Manager to keep the business running day to day.

This is a varied role for someone who likes owning things. You will work directly with the two directors and support a team of consultants across sales administration, contracts, finance, marketing, onboarding, travel and the office itself.

Sales and CRM administration

• Record completed deals and keep the sales pipelines and CRM (Spott) up to date
• Produce monthly management statistics: billings, KPIs, pipeline and activity by consultant
• Track consultants’ progress against promotion targets and keep them informed

Job advertising and candidates

• Post vacancies to Teamtailor and LinkedIn Recruiter, and screen incoming applications
• Format branded job descriptions and create job graphics in Canva
• Coordinate office interviews and greet candidates

Contracts and contractors

• Issue terms of business, employment contracts, extensions and references through Oneflow, and chase outstanding signatures
• Record signed terms in Xero
• Prepare contractor paperwork, onboard new contractors and log monthly timesheets

Finance and business administration

• Prepare monthly consultant commission sheets
• File invoices and payment paperwork
• Manage renewals such as business insurance and parking permits

Marketing and content

• Create regular LinkedIn content in Canva for the company pages and for consultants
• Update the website CMS
• Record and edit short videos (CapCut)

People and onboarding

• Set up new starters: equipment, system access, contracts and HMRC forms
• Coordinate training with the directors
• Be the first point of contact for day to day team queries

Office, IT and facilities

• Order supplies, liaise with the cleaner and keep the office presentable
• Provide first line IT support and escalate what cannot be fixed in house

Travel, events and incentives

• Plan the annual company summer trip abroad, from flights and hotels to activities
• Book business travel to Oslo and Stockholm
• Organise team lunches, rewards and incentives

What we are looking for

• Experience as an Office Manager, Office Administrator, PA or Team Administrator, ideally in a small business
• Strong Word and Excel, and confidence picking up new systems quickly
• Accurate with figures and reporting
• Organised, proactive and trusted with confidential information
• Experience with any of Canva, Xero, Oneflow, Teamtailor or a recruitment CRM is useful, as is a recruitment or sales office background, though none is essential

What you get

• A role with real ownership, working directly with the directors
• A place on the annual company summer trip
• Gym membership
• [holiday, pension, parking]