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Assistant Centre Manager

Job Title: Assistant Centre Manager
Contract Type: Permanent
Location: West End, London
Industry:
Salary: £26000 - £28000 per annum + Plus Perk Box
Start Date: ASAP
REF: LON002_1522341416
Contact Name: Rachel Verghese
Contact Email: Rachel.Verghese@danielowen.co.uk
Job Published: 4 months ago

Job Description

The Assistant Centre Manager is responsible for providing customer service and administrative support to the serviced office operations of my client. Must have a serviced office / managed office background or assistant centre management experience.

MAIN DUTIES AND RESPONSIBILITIES

Provide a high quality customer service, administration and organisational support to the Centre.

Conferencing

  • Responsible for the smooth running of meeting room bookings and booking system.
  • Liaise with other departments daily to ensure that meeting rooms are set up on time and look in a presentable conditions at all times.
  • Ensure that meeting room booking sheets from current/ previous day get checked by catering assistant and any changed passed on get updated on the CRM.
  • Ensure that the room booking confirmations, invoice and payment details, a credit card details, invoice address, telephone numbers, email address, or any other necessary paperwork for external meeting room bookings in place before the meeting takes place.
  • Ensure that team members handling meeting and event bookings have set up new accounts in booking system and informed accounts of any new client codes.
  • Ensure that any catering orders are placed in advance
  • Ensure that any new meeting room enquiries sent by email, confirmed booking confirmation or correspondence gets filed away.
  • Ensure that reservation meeting room reports for the next day are printed by reception and the catering assistant gets informed of any early bookings for the next day.
  • Responsible that external meeting room clients are invoiced and charged in advance or latest the day after the meeting.

Office stationery

  • Ensure that we have enough office stationery and to ensure necessary items are ordered up to the budget if necessary.
  • Stationery distribution to receptionists and back office.
  • Ensure that stationery orders and delivery notes are checked, filed and charged correctly.

Building supplies

  • Check stock weekly and ensure that we have enough stock of cleaning material, white bin liners and recycling bags and reorder in line budget limits.
  • Check food and beverage stock control sheet, check future meeting room bookings and place orders as and when required.
  • Source new suppliers.
  • Ensure that supplier invoices are processed according to finance and PO procedure and provide necessary back and enter invoices and purchase orders into the system.

Project works:

  • Assist with and coordinating ongoing projects in line with requirements and deadline.
  • Assist with obtaining quotes.
  • Compile quotation memos in accordance with authorisation limits

Daily invoicing/ Monthly invoicing.

  • Fully responsible for monthly invoicing
  • To ensure that all post totals from franking machine before invoicing and check all charges and rents on the CRM
  • Any new client details for the rent and services checklist.
  • Daily invoicing of External Meeting Room clients.
  • Monthly invoicing of all tenants and virtual office clients.

Front of House

  • Provide reception cover for breaks, holiday etc.
  • Handling meeting room bookings and hot-desking bookings.
  • First point of contact for client queries and requests.
  • Respond by email to client queries and requests promptly and arrange promptly.

Checklists for client move in move out

  • Pro-actively carry out and manage all administrative tasks involved when client move in, move out or moving office.
  • Update telephone configuration switch, telephone calls logger, admin folders, clients files and with new client details and update systems following clients moving in or out.
  • Assist with smooth and efficient client move in, office move or new or existing clients.

Reporting/ Budget/ Forecasting

  • To maximise profitability through increased sales and controlled margins whilst maintaining high standards.
  • Control set budgets, profit and loss on a constant basis.
  • Generate weekly sales, occupancy and forecast reports, monthly financial and quarterly reports or any other reports required from time to time.
  • To assist in preparing yearly budgets.
  • Submit accurate purchase and wage figures monthly.
  • To ensure that all daily, weekly and period paperwork is completed and forward to the relevant departments.

Training/ Recruitment

  • Assist with recruitment of team members.
  • Training & developing receptionists and admin assistant, maintenance and security personnel.

Other duties:

  • To help the sales executive with show rounds for offices and event space.
  • Help with updating the procedures manual and training manual.
  • Daily checks of the public areas, kitchens, conference rooms and outside and pass on any requirements to the catering assistant or maintenance manager.
  • Maintenance task building management.
  • Ensure that sales ledger is updated with client payments.
  • To ensure that the procedures manual and training manual are updated.
  • Ensure that daily, weekly and monthly purchase orders and invoices are prepared as per finance department procedures.

Must have an outgoing, positive and confident personality!