Administrative Assistant - Hayes, United Kingdom - Glendola Leisure

Description

Administrative Assistant, 12-month FTC to cover a Maternity Leave position. Group Support Office - The Foundation Group

The Foundation Group is a family-owned and operated company that was founded in 1973 by Peter Salussolia and is the parent company for Glendola Leisure Group and the Carlton Hotel Collection.

Our philosophy is to provide the best hospitality outlets and to passionately deliver great service in a fun and entertaining environment whether that be in hotels, bars, restaurants or nightclubs.

We are in the people business and have great respect for our customers and staff.

We are committed to understanding and listening to our customers and employees to ensure our brands will always remain outstanding in the communities that they trade.

The family business offers longevity and resilience in unstable markets, is less bureaucratic and offers a family culture of care.

In 2012 Peter Salussolia received an OBE from the queen for his services to the hospitality industry, including being a founder of the ALMR.

In the UK, Glendola Leisure, which is headed up by Alex Salussolia, operates businesses in London, Glasgow, Edinburgh and Belfast which are an eclectic mix from the Worlds End, Camden to high-end steak restaurants such as Alston, our own coffee roastery and brew pub and the well know Waxy O'Connor's, a rambling multi-level Irish Bar.

Whilst the Carlton Hotel Collection in the UK operates in Glasgow with the Carlton George Hotel and Market Street in Edinburgh.

Job Role:

We are looking for an experienced Administrative Assistant for a 12-month Fixed-Term Contract to cover a Maternity Leave position who will act as the office coordinator and receptionist at our Group Support Office in Harlington.

The Group Support Office is home to our finance department, procurement, and administrative team and additionally acts as a central point for our field-based Operations Team.

The role is therefore varied and requires a good all-rounder to be successful within it.

As well as dealing with the usual office supplies, incoming calls and visitors to the site you will be asked to manage key processes and supplier communication to ensure the smooth running of services across the organisation.

You will also look after and manage the office environment to ensure our working space is tidy and well-presented. Additionally, you will have the ability to collaborate within the office to digitise key administrative information, tasks and communications.

You will possess a friendly, positive attitude to ensure that you are able to build strong, mutually beneficial relationships with all internal stakeholders and present a can-do attitude.

You will also be responsible for welcoming and engaging with visitors to the office, making hot drinks and hosting them until their meetings commence.

Person Specification:

• Dealing with all enquiries through the 'Front Desk' of the company which will include enquiries about various departments, occasional complaints and anyone looking for information on 'who to contact to '.
• Managing and digitising all internal directories to enable internal stakeholders to easily find information without the need to contact the front desk.
• Weekly stationary, canteen, and cleaning supply inventories to ensure all stock is up to date.
• Managing and distributing all incoming and outgoing posts, liaising with couriers.
• Booking meeting rooms and organising refreshments.
• Caring for the office environment, ensuring that it is always tidy and presentable and, managing the cleaners to ensure they remain on point.
• General administration including scanning documents, printing training guides, notetaking and letter writing.
• Assisting with the digital storage of documents in Docuware, ensuring that routes to information are intuitive and documents are easily found. Training internal stakeholders if necessary to be able to find information within it.
• Assisting in the management of AM / PM our repairs and maintenance contractors. Acting as a key coordinator between the General Manager, Operations Managers and AM/PM; managing compliance certification across the group.
• Raising capital expenditure forms and acting as the link between the Operations Team and Accounts.
• Acting as the Fire Marshall and First Aider for the Group Support Offices.
• Ability to research and recommend routes to digitisation of administrative systems and processes.

Person Specification:

• You will possess a positive, friendly attitude with the ability to build strong working relationships with a range of internal and external stakeholders.
• You will have a confident approach and be able to communicate effectively in both written and verbal disciplines, using your initiative where necessary.
• You will need to be able to approach a range of tasks confidently, communicating with stakeholders effectively to understand the scope and outcome of them.
• Able to use Microsoft Office, experience with