PA/Office Manager

EQUANS; Manchester; On-site; GBP 25,000 - 45,000; Full time

Job summary

Join a leading energy services provider as a PA / Office Manager in Manchester. This permanent full-time role offers the chance to support Directors in optimizing their time while ensuring smooth office operations. You'll be responsible for diary management, meeting coordination, and providing administrative support to enhance the company's image. With a competitive salary and a comprehensive benefits package, including a pension scheme and employee assistance programs, this role is perfect for someone with a professional attitude and strong organizational skills. Be part of a diverse and inclusive workplace that values your contributions and supports your growth.

Benefits

Pension Scheme

24 days annual leave (+ public holidays)

Life Cover equivalent to 1 times annual salary

24/7 Employee Assistance Program

Employee discount shopping schemes

Cycle to work scheme

Broad range of learning opportunities

Employee Referral Rewards Scheme

Access to employee networks

Qualifications

• Proven experience as a PA and Office Manager at a senior level.
• Strong IT skills and proficiency in Microsoft Office applications.

Responsibilities

• Manage Directors' diaries, meetings, and travel arrangements effectively.
• Provide comprehensive admin support and maintain office operations.

Skills

Diary Management

Meeting Management

Travel Coordination

Excellent Communication

IT Skills

Organisational Skills

Team Management

Problem Solving

Customer Focus

Confidentiality

Education

Experience as a PA at Senior Director Level

Administration Experience

Tools

Microsoft Office

Job description

EQUANS are recruiting for a PA / Office Manager to be based in Manchester. This is a permanent full-time role working 37.5 hours per week. On offer is a competitive salary and benefits package.

General Overview

To assist the Directors to use their time as efficiently as possible. To provide an effective and efficient Administration Service to all internal customers and to ensure the smooth running of the office. Adhere to all Business Health and Safety requirements.

Key Accountabilities

PA Duties

1. Directors Diary Management
2. Directors Meeting Management
3. Booking and arranging Directors Travel and Accommodation
4. Meeting Preparation
5. Meeting Minutes
6. Arranging Business Away Days and Conferences
7. Managing Expenses and Holidays
8. Operating a reminder system of matters that must be dealt with and maintaining a follow up system
9. Maintaining relationships with Client contacts and other stakeholder organisation representatives
10. Maintaining a network of internal PA contacts
11. Provide support in accessing Company Systems
12. Supervise the organisation and co-ordination of events as requested (Christmas Party / Business Plan presentation)
13. To undertake any other reasonable duties as required to achieve job objective
14. To remain at all times discreet and diplomatic and to maintain the highest levels of integrity and confidentiality

Admin Support Duties

1. To provide an efficient, confidential administration and secretarial service at the Regional Office. Managing the office in a professional manner and enhancing the Company image at all times
2. Ensuring incoming and outgoing messages are recorded and conveyed accurately and at the appropriate time.
3. Ensure correspondence is logged and distributed correctly
4. Assisting in maintaining an appropriate and confidential filing system and all other filing systems, if required
5. To oversee the reception service to ensure a high standard of service at all times which enhances the Company image
6. Provide an efficient and accurate typing service utilising IT to the full, whilst maintaining confidentiality
7. To assist, if necessary, with drafting and organising publicity material and arrange any other promotional activities which the Company may pursue
8. Supervise junior staff and ensure adequate training is given
9. Maintain cross-reference with Head Office
10. Ensure effective and efficient receptionist cover between 8:00 am and 4:30 pm – We don’t have a reception anymore
11. Ensure all records are accurate and up to date
12. Support administration staff with NVQ training
13. Implement the Company’s SHEQ Policy
14. Provide training and development of staff for whom responsible

Office Management Duties

1. Purchase printed stationery as required
2. Purchase furniture as required and authorised by Senior Manager
3. Monitor the departments costs and provide reportage
4. Ensure telephone system operates as required in liaison with IT
5. Ensure effective mobile telephone service to business in liaison with Procurement
6. Monitor the company’s petty cash system
7. Liaise with Accounts office as required
8. Ensure working environment conforms to all statutory requirements
9. Ensure reported defects are dealt with efficiently
10. Ensure mechanical and electrical systems are maintained frequently
11. Ensure working environment exceeds minimum health and safety requirements
12. Monitor office health and safety
13. Any other reasonable management request

What can we offer you?

On offer is a competitive salary and benefits package, which includes;

1. Pension Scheme
2. 24 days annual leave (+ public holidays)
3. Life Cover equivalent to 1 times annual salary
4. 24/7 Employee Assistance Program and access to mental wellbeing app
5. Employee discount shopping schemes on major brands and retailers
6. Cycle to work scheme
7. Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes
8. Attractive Employee Referral Rewards Scheme
9. Access to our growing employee networks including WiE (Women in EQUANS), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Persons Network) and our Disability Network

Who are we looking for?

Skills & Abilities

1. Professional attitude and approach to work
2. Polite and Courteous
3. Helpful and friendly
4. Partnering Approach
5. Customer Focus
6. IT Skills
7. Coaching / Mentor Skills
8. Problem Solving Skills
9. Team Building Skills
10. Time Management Skills
11. Organisational skills and the ability to multitask
12. Excellent oral and written communications skills
13. Experience working as a PA at Senior Director Level
14. PA and Office Manager
15. Experience in managing a small team
16. Ability to work as part of a team
17. Administration Experience
18. Good understanding of all Microsoft Packages

Key Attributes

1. Self-motivated
2. Flexible & adaptable
3. Ability to work both alone and as part of a team
4. Reliable

Who are we?

EQUANS is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.

In the UK & Ireland, EQUANS is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables.

EQUANS’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live.

EQUANS is a Bouygues group company.

What's next?

If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch.

At Equans we’re committed to delivering a culture where everyone’s voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work. You’ll also have access to our growing employee networks including WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, YPN (Young Professionals Network) and our Disability Network.

For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements.

The EQUANS Resourcing Team supports this job advert. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to EQUANS Managers.