Procument /Facilities /Office Manager (Any)

• Diary management and management of meeting rooms
• Handling event coordination, both internally and externally
• Handling queries and complaints via phone, email, and general correspondence
• Greeting all visitors
• Transferring calls as necessary
• Managing office supplies such as stationery, equipment, and furniture
• Monitoring office expenses and costs
• Control and reconciliation of petty cash
• Organizing repairs and upgrades
• Following through on maintenance agreements and contracts
• Ensuring payment of supplier Invoice
• Ordering and maintaining office and grocery supplies
• Ordering business cards for SSA
• Researching vendors for pricing and delivery options
• Performing ad-hoc administration duties
• Maintaining office services as required (such as cleaners and maintenance companies)
• Receiving and dispatching deliveries
• Assisting with mail as required
• Taking and ensuring messages are passed to the appropriate staff member on a timely basis
• Assisting the HR team with recruitment, on-boarding, and termination processes
• Cold CallingUpdating on Bluewave and monitoring L2B for prospects
• Monitoring and updating cards on trello
• Covid-19 temperature screening for both employees and guests.
• First Aid responder team leader

• Gathering and examining timesheets to ensure their validity.
• Entering start and end times onto the payroll software.
• Capturing invoices on pastel sage
• Capturing, approved annual and sick leave.
• Ensuring that compensation for overtime work is calculated at the appropriate rate, and that annual leave is
• calculated accordingly, if applicable.
• Confirming that legally mandated and optional deductions have been processed correctly.
• Creating and updating invoices and purchase orders on sage
• Preparing and distributing hard copy or electronic pay checks.
• Performing all tasks well before the pay run to ensure that staff members are compensated and notified on time.
• Addressing queries about payroll-related issues.
• Working to resolve discrepancies in payments as a matter of urgency
• PA/Executive assistant
• Acting as the point of contact between the executives and internal or external colleagues
• Organising meetings and booking meeting rooms
• Handling correspondence directed to managers
• Making travel arrangements and detailed travel itineraries
• Taking dictation and minutes and writing them up subsequently
• Producing reports and presentations
• Maintaining the current filing and database system, and looking for ways to improve current systems

General Responsibilities

• To take and relay messages from vendors
• To assist with and resolve all FM enquiries via phone or in person
• Ensure consistent standards are maintained throughout the office environment
• Welcome visitors and log onto Condeco system within the guidelines of Invesco Global Security Policy
• Sort and distribute mail, courier deliveries and ensure outgoing services are arranged as required
• Build and maintain good client relations Jemstep by Invesco employees
• To manage booking of on-site meeting rooms, arrange and provide hospitality service and fulfil any associated
• catering requests.
• To arrange any travel bookings that may arise

• To support Health, Safety and Environmental requirements including reporting on Invesco SharePoint and Mace
• Yellow Jacket
• Manage FM24 helpdesk jobs through to completion within SLA
• Building inspections, checklists, and audits
• Support FC with access control and CCTV requirements
• Oversee vendors in absence or in conjunction with Facilities Co-ordinator
• Undertake DSE training and assessments
• Stationery ordering and maintain of supplies throughout site
• Support office printing requests and ensure MFD’s are fully stocked, issues addressed and escalated to the correct
• party as high priority
• To resolve any problems or complaints. To aim to handle all queries within the bounds of own knowledge and
• experience but equally taking appropriate decisions about when to escalate issues upwards to the Facilities
• coordinator or Regional Manager
• Manage Tea point provision and consumables

• Finance Admin. Raise Purchase orders on Macro Proactis system and receipt invoices. Working with Macro AP
• to resolve any queries
• Maintain Macro contract register
• Manage retrieval and archiving of documents if required
• To understand site operations Manual, review and update as required
• Ensure that the document library is reviewed and updated in Prism
• Representing the business with a positive attitude and professional appearance Meeting and assisting clients at
• reception.
• Taking, screening and directing calls through Skype for Business
• Keeping reception and boardrooms presentable at all times
• Signing in visitors and supplying required access cards
• Managing meetings and training center bookings on Condeco
• Arranging catering requirements for meetings and daily office use
• Coordinating functions and social gatherings maintaining of office equipment and furniture
• Monitoring office expenses and costs
• Control and reconciliation of petty cash
• Organising repairs and upgrades
• Following through on maintenance agreements and contracts
• Ensuring payment of supplier Invoice
• Ordering and maintaining office and grocery supplies
• Ordering business cards for SSA
• Researching vendors for pricing and delivery options
• Liaising with ICT specialist in the UK to resolve IT related problems
• Managing Office Parking Bays
• Managing & training of Cleaning Assistant
• Assisting with accommodation bookings
• Maintaining of Monthly Anniversary and Birthday list
• (Designing and sending out the necessary number of
• Anniversary and Birthday cards)
• Opening and closing the office independently every day

Project Assistant

• Work collaboratively with the project manager and team to maximize productivity
• Collaborate with the whole project team, contributing to the entire project lifecycle
• Organize and monitor schedules and see that deadlines are met
• Coordinate efforts within the team and with outside consultants efficiently
• Report updates in written form to management
• Type weekly project minutes
• Organize and maintain dairy and schedule meetings when required
• Help discern requirements and assign tasks to team members
• Complete any necessary administrative tasks, such as research and email
• Demonstrate commitment to clients’ needs and confidentiality continuously

• Receive documents from contractors
• Analyse and assess the documents to determine CIDB requirements
• Assess the basic documents to ensure compliance, payments, and any other relevant compliance e.g. electrical for all Grade 1 applications.
• Perform pre-assessments of all relevant documents for all Grade 2-9 applications.
• Ensure that all files received meet compliance requirements
• File all new applications.
• Submit file to the consultant that will create the spreadsheet for the day.
• Compile the spreadsheet, Submit to the Administration Department.
• Receive written acknowledgement from Administration Department with regard to the documents received.
• Perform follow ups to ensure that 21-day turnaround time is met
• Alert the processing department when turnaround deadline is almost up
• Alert the contractors when necessary.
• Address any queries from the contractors with regard to application status updates
• Inform contractor of 48-hour deadline once 21 working day turnaround has been reached.
• Action any queries when necessary
• Process credit card or debit card payments
• Ensure that all payments are captured on the daily spreadsheet
• Submit spreadsheet and payment copy to Finance
• Address any non-compliance document issues and liaise with contractor to resolve non compliance
• Perform presentations to contractors to supply information on registration requirements of CIDB.
• Perform pre-verification of applications before approval.    

• Research on Legal issues and making an opinion on legal issues
• Instructed to work on.
• Managing the attorney’s diary pre-trial conferences and trial date
• Arranging and visiting appointments with clients
• Visiting appointment with the attorney for pre-trial conferences and trial dates.
• Booking rooms and conference facilities.
• Devising and maintaining office system.
• Using contact management systems to maintain internal database.
• Attending meetings, taking minutes.
• Managing and maintain budget, as well as invoicing.
• Liaising with other departments and with external contacts,
• Ordering and maintaining stationery and equipment.
• Sorting and distributing incoming post and organizing and sending  outgoing post.
• Liaising with colleagues and external contents such as to travel and accommodation.
• Organizing and storing paperwork, documents and computer based information.