Office Manager

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An experienced Office Manager ideally with some previous PA experience, who is organized, efficient, and adaptable. The successful candidate will have the professional and personal skills to work alongside and communicate with those at all levels both verbally and through written word. You will oversee the daily operations of the office, ensuring things are run smoothly, proficiently, and effectively. As the main point of contact for staff, third parties, and visitors, a helpful and friendly manner that retains the company image of professionalism and reliability is essential. The role will require handling sensitive information, and complete confidentiality must be maintained. Tasks require high levels of accuracy to enable the confidence of the management team you will be working with.

• FOH/Switchboard Cover
• Process, track, and distribute couriers and registered post
• Coordinate the shipment of IT equipment
• Process documents for counter signatures
• Assist Co Sec with obtaining signatures, arranging notaries, and apostilling documents
• Assist Senior Management with administrative duties, off-site documentation, and liaising regarding office improvements and events
• Supply of office consumables
• Organize internal events
• Manage facilities helpdesk tickets on Neurons platform
• Monitor daily access reports and administer employee/visitor access cards
• Health & safety compliance:
  • DSE
  • Risk assessments
  • Fire safety
  • First aid
  • Manual handling
  • New joiner inductions
• Maintain furniture, fixtures, fittings
• Maintain a clean office environment, handle replacements and repairs
• Contract management, review, ensure service levels, market value, and complete POs within budget
• Oversee cleaning, maintenance, confidential waste, stationery, and consumables
• Review and approve invoices related to office spend
• Liaise with landlord and tenants over building issues/improvements
• Create and maintain office processes and procedures document
• Handle projects as required

• Social/Personal skills:
• Polite, courteous, able to deal with a wide range of people, respond calmly to situations
• Awareness of cultural backgrounds of staff and customers
• Remain calm under pressure, positive approach
• Desire to deliver high-quality service and improve continuously
• Attention to detail
• Management skills:
• Anticipate problems/requests, have options ready to resolve them
• Assess situations, identify resources
• Prioritize tasks in a dynamic environment
• Allocate resources to resolve tasks
• Create and agree SMART objectives with superiors and subordinates
• Step into roles to supplement limited resources
• Manage staff, customers, and suppliers confidently, firmly where needed
  • Technology Skills:
  • Intermediate MS Office skills
  • Work with diverse technology (switchboard, video conferencing, Wi-Fi)
  • Resolve simple technical problems, identify complex issues, manage resolutions

About us: We're a diverse group of visionary innovators providing trading and workflow automation software, high-value analytics, and strategic consulting to corporations, central banks, financial institutions, and governments. Founded in 1999, we have grown tremendously by bringing together successful financial technology companies worldwide. Over 2,000 of the world's leading corporations, including 50% of the Fortune 500 and 30% of the world's central banks, trust ION solutions. Over 800 of the world's leading banks and broker-dealers use our electronic trading platforms. ION is a rapidly expanding, dynamic group with 13,000 employees in more than 40 cities globally, offering an unparalleled career experience for those aligned with our vision.