Job title: Office Manager and Partner PA
Location: Manchester
Contract: Full time, Permanent
Days/Hours: Monday to Friday, 37.5 hours per week (flexible start times)

General Overview 
This is an opportunity for the right candidate to embed themselves in the heart of Brandsmiths’ award winning and fast growth business. The successful candidate will act as Front of House, Office Manager, and PA to support the Manchester Partners with a wide range of tasks and processes. You will deal with phone-based enquiries, book meetings, support with administrative tasks (such as client onboarding), meet and greet visitors and clients.
You will be the face of the company and provide a professional welcome and efficient support to the business across the Manchester office on a wide range of operational and administrative duties. For the right candidate this is a role with considerable room for growth where responsibilities will increase alongside opportunities for personal development.

The successful candidate will act as Front of House, Office Manager, and PA to support the Manchester Partners with a wide range of tasks and processes.

Main duties and responsibilities
“Receptionist” duties:

• Ensuring meeting rooms are stocked and tidy
• Answering the phone, taking and passing on messages
• Greeting clients and making them drinks
• Dealing with deliveries and couriers
• Opening and distributing post
• Visits to the Post Office for registered post
• Setting up meeting rooms
• Day-to-day management of inquiries into the management office and triaging accordingly, while keeping records 

• Managing the Manchester office environment including management of cleaning staff
• Ensuring a tidy office environment at all times & overseeing general upkeep
• Liaison with office landlord, building management and other tenants in relations to issues
• Managing printers and dealing with printing issues, photocopying and the outsourcing or large print jobs
• Ad-hoc office duties as required
• Procurement of office equipment, furniture and consumables & supplier management
• Build and maintain supplier relationships and contact information
• Acting as a first aider and fire warden
• Supporting new starter induction and acting as their “buddy” for queries
• Setting up new starter IT and office equipment
• Logistical support on all internally hosted events
• Specific office projects as and when requiredAdministrative Key tasks

• Supporting expenses claims and credit card reconciliation
• Formatting invoices for office purchases and suppliers
• Petty cash
• Verifying bank details over the phone
• Ad hoc finance and other duties
• Client liaison in relation to practicalities around meeting and other arrangements

• Diary Management
• Manage file opening and compliance for all new matters including AML checks and companies house checks (training to be provided)
• Preparation of standard engagement letters
• Opening clients and matters on Brandsmiths systems
• Creating and managing electronic files on the document management system
• Filing, closing and archiving matters
• Running  matters reports when required
• Keeping all precedents in house style
• Co-ordination of office/departmental meetings and  social events
• Managing incoming enquiries and recording on spreadsheet, chasing fee earners for outcomes
• Supporting fee earners with ad hoc administrative tasks
• Be an IT “super user” for applications commonly used by the firm
• Organising and co-ordinating training

• Self-starter who is hands on with a “can do” attitude
• Excellent organisational and interpersonal skills
• Polite telephone manner and great communication skills
• The ability to multitask
• The ability to take responsibility, work under pressure and hit deadlines
• Problem-solving and decision-making skills
• The ability to work autonomously and as part of an agile team
• The ability to communicate and build relationships at all levels across the business
• Good IT skills (especially word processing) and ability to learn new systems (digital and analogue) as and when required