Office Manager/Personal Assistant
Location: Bromsgrove
Full Details:
About VINCI Building
Operating from a network of offices throughout England and Wales, VINCI Building operate as a main contractor delivering new build, refurbishment and associated fit-out works, with particular expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.
Delivering complex projects and programmes, blending our corporate stability with the local knowledge our teams offer, our goal is always to build strong partnerships with our customers and stakeholders to ensure success.
Sustainability is at the heart of our approach and we are committed to respecting and protecting the environment in everything that we do. We take the time to understand and make a positive difference to each community that we work in to ensure that our projects leave a lasting legacy.
Role Overview
As Office Manager/PA with VINCI Building, you can expect an exciting and varied role which combines the administrative duties of an office manager with the more personalised support of a Personal Assistant to the regions Senior Leadership Team.
You’ll manage office operations, supporting senior management, and providing administrative assistance to colleagues across the region, liaising with colleagues from other regional offices to ensure smooth operations.
Responsibilities will include, but not exhaustively:
Team Management
- Managing the administration team in their day to day duties ensuring everyone is working within and to the best of their ability.
- Determine and define work priorities, keeping the team informed, in order to maximise the use of time and ensuring that priority is given to urgent work.
Office Facilities
- Manage & maintain office facilities.
Administration
- Implement and maintain the Office Systems, including training others.
- Prepare, sort, maintain (both electronic and hard copy), copy and communicate all correspondence and reports.
- Typing of correspondence, possibly dictation, photocopying, faxing, etc.
- Draft responses to correspondence and brief managers.
- Manage office stationery.
- Maintain and manage diary schedules for your Manager(s) on a daily basis, ensuring that all meetings are scheduled within appropriate timescales and that all necessary documentation is prepared and given to the appropriate person(s) in advance.
- Update and maintain relevant VINFO documents.
- Ensure documentation is uploaded onto electronic document management system (4Projects) as required.
- Manage staff absences using VINCI absence management system.
Meetings
- Prepare and distribute all papers, in advance of the meeting, so that all attendees are able to prepare and have the relevant paperwork so that the meeting runs smoothly.
- Identifying actions from previous meetings, in advance, and bringing it to the appropriate person’s attention.
- Take minutes, at meetings, transcribe and present them back accurately and in an appropriate format.
Travel
- Plan and coordinate travel itineraries.
- Book hotel and travel arrangements in advance, in line with VINCI’s travel policy.
Functions, Events and Conferences.
- Organise and deliver functions, events and conferences ensuring that they are within budget.
We are VINCI Building
Operating from our network of offices throughout England and Wales, VINCI Building delivers new build, refurbishment and associated fitout works, with expertise in the education, healthcare, industrial, air, retail, commercial and mixed-use sectors.
We focus on technical excellence and experience to sustainably deliver best value for our clients. We understand and respond to the challenges of the modern built environment.
Our goal is always to build strong partnerships with our customers and stakeholders to ensure success by unlocking your strategic vision and turning it into a deliverable scheme. We are active in a wide range of sectors and value bands, allowing us to provide a regional service with national resources.
VINCI Building delivers complex projects and programmes, blending our corporate stability with the local knowledge our teams offer.
Sustainability is at the heart of our approach, and we are committed to respecting and protecting the environment in everything that we do. We take the time to understand and make a positive difference to each community that we work in to ensure that our projects leave a legacy.
Fairness, Inclusion and Respect (FIR) at VINCI Building is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.
Should you require any reasonable adjustments to be made as part of the application process, please contact us directly.
VINCI Building recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.