Operations Administrator - London, United Kingdom - Bonhams

Bonhams

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

LondonClosing date: 13 Jan 2023

Bonhams is looking for Operations Administrator to join the Team based in London.

About Bonhams
Bonhams is a global auction house with an 18th century heritage poised for transformative change.

Our global operations are based in London, Paris, New York, Los Angeles and Hong Kong, and we sell in over 60 categories, including motor cars, paintings, jewellery, and entertainment memorabilia.

About the role
An operations administrator to support the daily running of the UK Operations and to support regional Heads of functions.

To take the lead on all facilities management related administration, ensuring planned and preventative maintenance schedules are followed and appropriate documentation is kept ordered and up to date.

To support regular tracking and updates or regional staffing and organization charts; P&L reporting and co-ordination and support of relevant Committee's such as Health & Safety and ESG.

Key Tasks and Responsibilities

Work with Department Heads to manage and maintain staffing lists and monthly Operations org charts for global team to ensure 'always live' staffing records globally
Collaborate on ad hoc projects when required
Produce a timetable of FM PPM and arrange with local Operations Managers
Keeping records of service contracts for each location
Create and maintain a global real estate schedule in partnership with regional teams and Legal
Proactively manage local '2nd tier' suppliers covering services such as travel, office supplies and water
Support collation and maintenance of supplier contracts, compliance charter or security declarations
Support central management of operating supplies, ensuring spend control and cost efficiency
Providing support to the Operations team on invoice management, eBis and Credit Card coding to ensure all invoices are processed in a timely manner
Track and record any invoices relating to capital projects to ensure up to date spend v budget reports are available to manage and avoid overspend risk
Be available as first response to Finance on any invoice, supplier or spend issues
Conducting a preliminary review of Operations spend for monthly P&L review and highlight areas of overspend for investigation
Provide cover for Client Services during busy periods, including phone cover, bid registration, clerking and phone bidding
Support any administration needs and internal communication related to management or adjustments to the sales calendar
Manage ordering and cost control of operations staff uniforms
Support internal communication, Townhall's, internal presentation coordination as required
Support scheduling, minute taking and documents relating to H&S, ES and Risk Management Committees
Track and record relevant ESG energy / sustainability data for the purposes of annual SECR reporting
Coordinate monthly KPI collation and compilation of monthly Operations Board report
Support reporting requirements and data gathering ad hoc as required
Providing administrative support to Operations departments as needed

Skills & Attributes

To have detailed knowledge of resources available within the organization
Be highly organized, detail orientated and proactively communicative
Be able to problem solve and address internal/external issues and concerns within Operations with increased responsibility and accountability
Have a focus on consistency and continuity
To have an ability to work professionally and responsibly with all other areas within the business
Be agile and flexible in ways or working, and proactive in supporting Client Services and Bids
Be able to identify trends, foresee opportunities or risks to the daily operation of the business
To be confident in challenging upwards

Bonhams Benefits

28 days annual leave (including bank holidays) increasing to 33 with service.
Private Health Care
Life Assurance
Health & Wellbeing Assistance Program
Enhanced Family Friendly Policies
Learning and Training Assistance Program
Annual Travel Season Ticket Loan
Cycle to Work Scheme

Bonhams is an equal opportunity employer. As part of our commitment to fight for equality, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.