Facilities and Maintenance Administration Assistant

We are looking for our next Administrator to provide proactive and customer-focused support to the property and Services department. Conducting office administration tasks and supporting Reception cover as required., To be responsible for invoicing. Raising PO's migrating to Accounts and maintaining the PO record documentation.

To compile department cost reports and conduct interdepartmental recharges.

Processing the department credit card expenses.

Provide holiday and absence cover for the Head Office Reception team.

Responsible for filing information and record keeping.

To order supplies and materials as requested by the Property and Services Department, ensuring optimum cost and efficiency are achieved at all times.

To monitor and restock office supplies such as paper, scent diffusers, crockery, and cutlery daily and ensure enough are re-ordered.

Reception Responsibilities

To answer all incoming calls quickly, courteously, and efficiently using our Cisco switchboard system.

To act as a first point of contact and welcome all visitors, offer refreshment if required, and inform the relevant staff members of their guests' arrival.

To ensure the reception is clean, tidy, and presentable at all times and to routinely check all communal areas of the Kean Street office throughout the day to ensure areas are kept clear and tidy.

To book meeting rooms, maintain the meeting room diary and ensure all meeting rooms are always kept to a high standard.

To sort all incoming mail by 11am, notify all recipients and ensure that all outgoing mail is prepared and ready for collection by Royal Main by 4 : 15 pm each day.

Sign for any incoming parcels via couriers and inform the relevant employee / department of their arrival.

Advanced user of Microsoft Office Suite.

Competent administrative experience within a busy office environment.

Previous experience of liaising with external suppliers regularly.

Used to dealing with invoices and P / O's.

Proficient at customer service.

Who you are

Highly tuned interpersonal skills.

Highly organised and able to work to set deadlines.

Enjoys working with and meeting people.

Courteous, helpful, approachable, and friendly.

Self-motivated.

Uses own initiative and can build effective working relationships.

Paul Smith is one of Britain's leading independent design companies. We champion positivity, curiosity, and creativity. These qualities underpin every Paul Smith design, whether it's a shirt, a shop, or a special collaboration. Reaffirming the values that Paul set down in 1970, 'classic with a twist' remains the guiding principle of the company. Happily positioned between high fashion and formalwear, while taking reference from both, Paul Smith has always been proud to stand apart.

A generous clothing allowance.

Discretionary discount on PSL goods.

An annual leave entitlement of 25 days, plus Bank Holidays (Pro Rata)

Cycle to work and travel loan schemes.

Please note, this role is not eligible for sponsorship in the Skilled Worker visa category.